OL BRIEFING BOOK - UPDATE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00280R000200320006-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: December 27, 2011
• Sequence Number: 6
• Publication Date: November 19, 1986
• Content Type: MEMO

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tat-102 OPTIONAL FO MA 41. (Rev. 7-76)
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119 Nov f9r;6
MEMORANDUM FOR: Chief, Budget and Fiscal Branch, OL
Chief, Information and Management Support Staff, OL
Chief, Facilities Management Division, OL
Chief, New Building Project Office, OL
Chief, Procurement Division, OL
Chief, Printing and Photography Division, OL
Chief, Personnel and Training Staff, OL
Chief, Procurement Management Staff, OL
Chief, Real Estate and Construction Division
Chief, Supply Division, OL
Chief, Security Staff, OL
Assistant Executive Officer, OL
SUBJECT: OL Briefing Book - Update
1. Attached is a copy of your division/staff's section in the
present OL Briefing Book. As you will note, there have been many
personnel/organizational changes since the last update.
2. The OL briefing book is used by new OL employees, visitors
from other offices, and in many briefing sessions, therefore, it is
important to keep the information in the briefing book current.
Please update the data on the attached pages and return to me by COB
3 December.
3. If you have any questions or need assistance, release call
UNCLASSIFIED WHEN
DETACHED FROM SECRET
ATTACHMENT
4 FEAR R CP
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SECRET
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Update to the OL Briefing Book
FROM:
EXTENSION
NO
IMS O
DATE
TO: (Officer designation, room number, and
DATE
building)
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
Attached is a copy of
the IMSS section in the
2.
present OL Briefing Book.
There have been many
personnel and organi-
3.
zational changes since the
last update.
The OL Briefin
Book is
4.
g
used by new OL employees,
visitors from other
offices and in man
y
S'
briefing sessions. There-
fore, it is important to
kee
the informati
i
it
p
on
n
b'
current. Please update
the data on the attached
d
t
b
~
pages an
re
urn to me
y
'
COB 2 December. It is due
to the AEO/OL the
foll
i
d
ow
ng
ay.
B'
The following are areas
of primary update
ibili
respons
ty for each of
9.
C/IMSS & IMSS 000
a
10.
u-
DC/IMSS (p.7) &
IMSS (p.8) & CLAS (P.10)
11
Bill - DAS (p.11)
John - Regulations (p.10)
& Plans (p.9) & IMSS (p.8)
12.
Luree - HCRB (p.12) & HSRB
(p.14)
Mike - Records Mgmt (p.14)
13.
Bob & Marie - Plans (p.9)
& IMSS (p.8) & Regulations
(p.10)
14.
15.
F1ORM79 EDITION 61 0 USE PREVIOUSS
.
SECkn~
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ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Update to the OL Briefing Book
FROM: EXTENSION NO.
IMSS OL DATE
T DAM
b uilding) OFFICER'S COMMENTS (Number each comment to show from whom
RECEIVED FORWARDED INITIALS to whom. Draw a line across column after each comment.)
Attached is a copy of
the IMSS section in the
2
present OL Briefing Book.
There have been many
personnel and or
ani-
g
zational changes since the
last update.
The OL Briefin
Book is
g
4
used by new OL employees,
visitors from other
offices and in m
any
S
briefing sessions. There-
fore, it is important to
kee
the info
ti
i
it
p
rma
on
n
6
.
current. Please update
76
the data on the attached
d
pages an
return to me by
COB 2 December. It is due
o the AEO/OL the
f
ll
i
d
o
ow
ng
ay.
The following are areas
of
rimar
d
t
p
y up
a
e
i
9
respons
bility for each of
you:
Tony - C/IMSS (p.7) & IMSS
10.
(P'8)
Paul - DC/IMSS (p.7) &
IMSS (p.8) & CLAS (P.10)
11
Bill - DAS (p.11)
John - Regulations (p.10)
& Plans (p.9) & IMSS (p.8)
12.
Luree - HCRB (p.12) & HSRB
(p.14)
Mike - Records Mgmt (p.14)
13.
Bob & Marie - Plans (p.9)
& IMSS (p.8) & Regulations
(p.10)
14.
r44
15.
/04/-
FORM
1.79
uSEDITPRM
IONSUs
610
SE "RE
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ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Update to the OL Briefing Book
FROM:
EXTENSION
NO.
IMSS OL
DATE
24 November 19RA
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 across column after each comment.)
Attached is a copy of
the IMSS section in the
2.
present OL Briefing Book.
There have been many
personnel and organi-
3.
zational changes since the
last update.
The OL Briefing Book is
4.
used by new OL employees,
visitors from other
offices and in many
5
briefing sessions. There-
fore, it is important to
keep the information in it
b
current. Please update
the data on the attached
a
es and return to me b
p
g
y
COB 2 December. It is due
to the AEO/OL the
followin
da
g
y.
B
The following are areas
of primary update
res
onsibilit
for each of
9.
p
y
you:
Tony - C/IMSS (p.7) & IMSS
8
(P?
)
10.
Paul - DC/IMSS (p.7) &
IMSS (p.8) & CLAS (P.10)
Bill - DAS (p.11)
It
John - Regulations (p.10)
& Plans (p.9) & IMSS (p.8)
12
Luree - HCRB (p.12) & HSRB
(p.14)
Mike - Records Mgmt (p.14)
13
Bob & Marie - Plans (p.9)
& IMSS (p.8) & Regulations
(P.10)
14.
15.
F
PRVIOLIS
?9"" 610 MTN"
5Lk.; ; T
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Information and Management Support Staff
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:
1. 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.
2. Ensure that applicable policies, procedures, regulations,
and statutes are established, published,, and disseminated.
3. Manage a facility that centralizes control of automated
data processing applications within OL.
4. Oversee the overall development of the Commercial
Logistical Applications System (CLAS).
5. Afford records management support to OL components.
6. Review and process to adjudication all claims submitted
by Agency employees for loss of or damge 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 additon to managing his Staff's day-to-day activities, the
Chief, IMSS serves as:
1. Chairman, Headquarters Claims Review Board.
2. Chairman, Headquarters Survey Review Board.
3. Chairman, MLD Panel.
4. Agency representative on the Interagency Committee on
Metric Policy.
5. OL coordinator for the Suggestion and Achievement
Awards Committee.
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.
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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 encom-
passing 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:
1. Staff and Division objectives, at both Directorate
(DA) level and Office (OL) level, for each fiscal year (tracked
quarterly) .
2. OL Five-Year Plan (based on DA and OL Assumptions
and Goals for the next five fiscal years,) .
3. OL Significant Accomplishments (for the DDA's An-
nual Report to the DCI).
4. "Excellence" efforts by OL employees, both individ-
ually and collectively (reported to the DDA) .
5. OL's Emergency Plan for the continuation of logistics
operations and services in emergency situations.
6. Reponses to audit or IG reports involving OL
components.
7. Quarterly OL Presentations to the DDA on general OL
activities as well as on specific topics of interest.
8. Annual Planning Conferences with the D/L and staff
and division chiefs.
9. Memoranda of Understanding or Agreement with
other CIA components or Government agencies.
10. Administrative Plans for operational activities.
A major project which IMSS undertook in FY-85 is the overall co-
ordination 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.
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Commercial Logistical Applications System
IMSS has continued to serve as the focal point in the develop-
ment of a major OL initiative-the creation of the Commercial
Logistical Applications System (CLAS), formerly the Logistics Inte-
grated 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 commer-
cially 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 acquisitions 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:
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The dynamic nature of OL's regulatory program is evidenced by
the large numbers of Logistics issuances noted in the above
categories.
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 servicing 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:
1. Inventoried and documented approximately 581 word
and data processing equipment items.
2. Continued expansion of Wang word processing equip-
ment facilities to provide improved communication links and a
broader range of capabilities.
3. Rebuilt the Agency Standard Automated Property Sys-
tem (ASAPS), which was accepted by 35 Agency-wide users.
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Now that its enhanced features are known, new users are in
queue to acquire the system.
4. Implemented the new management information system
in the Printing and Photography Divison. Additional features and
enhancements will continue to be added.
5. Installed logistics-oriented personal computers at two
major bases of the Office of Communications on a test basis.
6. Modified the operating software within the Contract
Information System (CONIF) to permit electronic funds transfer
(ETF) for vendor payment via the Office of Finance and
Treasury Department.
7. Filled most DAS vacancies by placing special emphasis
on acquiring qualified part-time computer assistants who could
support data input requirements resulting especially from CON-
IF's increasingly heavier workload and end-of-year closeout
activities.
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 accor-
dance with the enabling legislation and Agency regulations, and
guided by precedent, guidelines, past experiences, and the proce-
dures of other government entities.
Most of these claims result from losses or damages:
1. 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.).
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2. Suffered due to theft of personal property while on TDY
as well as theft of property from government-assigned quarters.
3. Sustained by privately owned vehicles occuring in tran-
sit, as authorized under Agency travel regulations.
The CRO briefs PCS and TDY overseas and domestic
departees attending the following:
1. Office of Training and Education (OTE) Overseas Orien-
tation Course.
2. Office of Communications Overseas Orientation Program
4. DS & T Career Trainee Course presented by OTE at the
Chamber of Commerce Building.
The unclassified pamphlet, "Government Liability for Per-
sonal Property Claims," was updated during FY-1985 and
distributed Agency-wide. It can be obtained through area sup-
port offices, the Travel Processing Branch (TPB) and the Family
and Employee Liaison Office, Office of Personnel (OP), and the
HCRB. It is used as a handout at the above-mentioned training
courses.
nistration Course held at the OTE
2- FiPlr1 7
The pamphlet offers valuable information on claims pro-
cessing 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 as-
signments 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:
1. Claims Received
2. Claims Adjudicated
Amount claimed
Of the Claims Adjudicated:
Amount paid (after depreciation
and disallowances)
Disallowed /Category Limits
Disallowed /Other (loss not cov-
ered under Claims Act
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3. Claims paid by third parties/no further reimbursement
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4. Claims returned to originatin office for settlement by
Operatin Official ($300 or less)
etc.)
5. Claims denied (negligence, not incident to service,
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
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.
principles and policies
A total of five Reports of Survey were adjudicated in FY-1986.
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:
1. Conducts and/or coordinates annual inventories of OL
record holdings, safes, and forms.
2. Approves and/or provides guidance on the acquisition
of filing equipment and supplies, microfilm systems, applica-
tions, and copier equipment.
3. Develops and maintains control schedules for the dispo-
sition of OL machine-readable and paper records, including vital
records.
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4. Approves the restocking of all OL forms.
5. Makes recommendations regarding filing systems used
in OL.
6. Reviews and coordinates on changes to the National
Security Classification Guide as it impacts on OL requirements.
7. Processes requests received under the Freedom of Infor-
mation and Privacy Acts as well as from the Justice Department.
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