EFFECTIVE REPORTING SYSTEMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300160012-5
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 12, 2016
• Document Release Date: January 9, 2002
• Sequence Number: 12
• Publication Date: December 2, 1970
• Content Type: REQ

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SESSION ONE: TUESDAY MORNING
/l,troductions
Dr. James B. Rhoads
Archivist of the United States
Hon. Robert L. Kunzig
Administrator of General Services
Hon. Larry A. Jobe
Assistant Secretary for Administration
Department of Commerce
v ae ms: Keynote Address
(To Be Announced)
trial R ~luirements in a R#_'pcrtinr S~ Fte=,
Mr. John T. Garrity
McKinsey & Company, Inc.
`_SiON TWO: TUESDAY AFTERNOON
cizrn( g.4 gainst Management Objectives
Mr. Thomas S. Johnson
Chemical Bank of New York
Study-
(Tr) Be Announced)
Department of Housing and Urban
Development
S'1'siems Approach in Reports Management
Mr. Max Garchik
Federal Aviation Administration
1'> "l ech :que.c and Reports Presentation
EN eret 0. Alldredge
Reporting Systems Management in Data S-1,sie;l!
Development
Commander Jan S. Prokop
Department of Defense
Case Study-Extension Service Story
Dr. Edgar A. Reeves, Jr.
Department of Agriculture
sienina Pric?ritier try ,tf rr: ~;~w
Systems
Mr. Alan L. Weiser
Vitro Laboratories
V., Study-I' A K Pi otec
Edwin Deckard
Office of Management and Budget
I'aiue Analysis in Reporting Systems
Mr. A. J. Dell'isola
Louis C. Kin~gscott & Associt
Caw Study--The Bureau of CUstow
Mr. Edward M. Ellis
Department of the Treasury
Car Study--Savings in Public Re,
Mr. Anthony J. Ossi
Maritime Administration
# ''t''uatlon # f ~['eporting S'S,enis
Robert S. Cochran
Departm.enr of the A,,TpN'
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Release 2002/ 5,. , IA-RDP74-0,0 90RtY O I 1 60012
REGISTRATION APPLICATION
Please use a separate form for each applicant
AGENCY
MAIL STOP NUMBER
AGENCY MAILING ADDRESS
TELEPHONE
Code Extension
APPLICANT'S NAME
TITLE AND GRADE
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George W. Bergquist
William R. Berry
Dwight A. Ink
Hon. Larry A. Jobe
Ward Elliott
GENERAL SERVICES ADMINISTRATIW
NATIONAL ARCHIVES AND RECORDS SERVIC'_
WASHINGTON, D.C. 20408
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE, $300
Department of Defense
(Department of Health. Education and Welfare
Office of Management and Budget
Department of Commerce
Department of Housing and Urban Development
GENERAL SERVICES
ADMINISTRATION*.
POSTAGE & FEES PAID
GENERAL SERVICES ADMINISTRATION
Osmond Newgard, Symposium Coordinator
General Services Administration
National Archives and Records Service (NRP)
Washington, D. C. 20408
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PREPARATION OF THE AGENCY STATEMENT
OF EXPECTED SAVINGS, DUE SEPTEMBER 30, 1970,
AS REQUIRED BY THE GOVERNMENT-WIDE STUDY TO IMPROVE
FEDERAL REPORTING AND REDUCE RELATED PAPERWORK
1. Agencies participating in the study will use the format set forth
as Exhibit I of BOB Circular No. A-44, Revised.
September 30, 1970
SUBMITTAL ON GOVERNMENT-WIDE
STUDY TO IMPROVE FEDERAL REPORTING
AND REDUCE RELATED PAPERWORK
REPORTING
CATEGORY
13ASE PERIOD
(AS OF 1-1-70)
Public Reporting:
Number of Reports - 300 15
Cost of Reporting 1,700,000 85,000
(manhours) (manhours)
Interagency Reporting:
Number of Reports _ 25 3
Cost of Reporting $7000 3 500
internal Reporting:
Number of Reports 1500
Cost of Reporting $65,000,000
2. Savings goals will reflect anticipated cost reductions in man-hours
or dollars, as outlined in BOB Circular No. A-44 Revised, Paragraph
4b.
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3. Performance and savings goals in public reporting requirements will
be expressed as man-hours expended by the public in completing
administrative forms and inquiries covered by the Federal Reports
Act. All such forms and inquiries not classified "statistical", in
the OMB semi-annual listing of approved reports, will be considered
"administrative. "
To determine public man-hour reporting requirements agencies may:
(a) Refer to existing documentation such as attachments to Standard
Form No. 83, "Request for and Notice of BOB Clearance Action. "
(b) Survey or sample man-hour costs by report and type of respondents.
(c Assign man-hour estimates for the completion of elemental parts
of each report, time the number of respondents, times the
annual submission frequency.
(d) Combine any or all of the above methods or utilize other sources
of information.
4. Performance and savings goals in interagency reporting will be
expressed as dollar evaluations of the cost of reporting required of one
agency by another.. Anticipated savings in interagency reporting will
be determined by requiring agencies but will, reflect reporting costs
sustained by responding agencies only.
To determine dollar evaluations of interagency reporting costs agencies
may:
Refer to existing documentation which may be available within the
requiring and/or the responding agency.
(b) Use a report costing formula or method taking into account
gathering and preparation man-hours, man-hour costs at the
various levels concerned, machine costs. printing costs and any
other significant costs.
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5. Performance and savings goals in internal reporting will be
expressed as dollar evaluations of the cost of "significant"
internal reports and reporting systems, as defined in Attachment
A to Transmittal Memorandum No. 1, BOB Circular No. A-44 Revised.
Agencies which do not have a comprehensive reports control program
must precede any efforts at costing with an identification and measure-
ment of the scope of their existing internal reporting systems.
In determining costs of internal reporting systems, man-hour costs
associated with information gathering and reports preparation and
utilization, in addition to machine time, printing costs, distribution
costs and any other significant costs must be taken into consideration.
6. Projected man-hour and dollar savings goals identified by agencies in
the attachment to the annual management improvement report due
September 30, 1970, are subject to the savings goals requirements
set forth in BOB Circular A-44 Revised.
Actual savings achieved, to be reported by agencies in the attachment
to the annual management improvement report due September 30, 1971,
are subject to the savings validation requirements also set forth in
BOB Circular A-44 Revised.
Most agency total dollar savings goals will approximate or exceed
the following:
Agency budget x $200, 000, 000
Federal budget
Nature of mission particularly in the case of some of the smaller
agencies, may require some departure from the above formula. In any
event, man-hour and savings goals and savings accomplishments will
be reviewed by OMB budget examiners for consistency with overall
goals.
Both the projected dollar savings goals and the dollar savings actually
achieved may become factors in subsequent Agency budget preparation
and approval.
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To assist agencies in meeting their goals for September 30, 1971,
General Services Administration offers the following assistance:
A handbook entitled Reports Management will be available in
September 1970. The contents of this handbook will include the
role of reports management, relation of management reports to
the information universe, designing management reporting systems,
developing reports directives and forms, cost of reporting, the reports
control program and regulations on reports. This is one of a series
of handbooks available on paperwork subjects.
. . . A two hour seminar for program managers will be available
in October 1970. Entitled "Improving Federal Reports", this
seminar includes orientation on the Government-wide Study to
Improve Federal Reporting and Reduce Related Paperwork and the
methodology of how to conduct the study.
. . . Workshops are available on a variety of paperwork subjects.
Those which may be useful in carrying out this study include:
Modernizing Management Reports
Information Systems Design
Mechanizing Paperwork Systems
Source Data Automation
Forms Analysis and Design
Office Information Retrieval
. . . Consultation. Analysts from National Archives and Records
Service, GSA are available to advise agencies on how to meet
both the September 30, 1970 and the September 30, 1971 requirements
of the study. Services of these analysts can be obtained by telephoning
395 (IDS 103) - 5710.
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Weekly Compilation of
TIAI,
GUM ENTS
Monday, August io, 1970
Volume 6 ? Number 3 2
Pages 1013-1039
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Buzhardt, 46, most recently has been Special Assistant
to the Chairman of the Blue Ribbon Defense Panel from
June 30, 1969, to June 30, 1970. Previously he served as
Special Assistant to the Assistant Secretary of Defense for
Administration.
A native of South Carolina, Buzhardt received his B.S.
degree in military engineering from the United States
Military Academy, West Point, in 1946. He earned his
LL.B. from the University of South Carolina in 1952.
Buzhardt practiced law in McCormick, South Carolina,
from 1952-58. From 1958-66 he served on the staff of
Senator Strom Thurmond. He resumed his private law
practice in 1966 and maintained his general practice until
he joined the Defense Department early last year.
Buzhardt is married to the former Imogene Sanders.
The Buzhardts have four children and reside in Fairfax,
Va.
Federal Reporting and Paperwork
The President's Memorandum to Heads of
Departments and Agencies. August 5, 1970
MEMORANDUM FOR THE HEADS OF DEPARTMENTS AND
AGENCIES
Subject: Improving Federal Reporting and Reducing Re-
lated Paperwork
Since my inauguration, I have repeatedly stressed the
need to streamline the management activities of the exec-
utive branch. As an important part of this effort, I am
requesting all agencies and departments to participate in
a Government-wide project to analyze paperwork re-
quirements and discard those reports that fail to meet
rigorous standards of need. In addition, we must examine
our information control system and develop efficient al-
ternatives to traditional reporting methods.
11 F have 'therefore established two goals
1971:
(1)
for fiscal year
North Carolina State Advisory
Committee on Public Education
Announcement of Formation and Membership.
August 5, 1970
The Cabinet Committee on Education today an-
nounced the formation of the North Carolina State Ad-
visory Committee on Public Education. The 28-member
group of educators and community leaders will work to
help North Carolina schools complete the transition from
a dual to a unitary system while maintaining quality
education. Working in cooperation with the Cabinet
Committee and its staff, they will seek to provide the
local leadership which is essential if compliance with the
law on school desegregation is to occur peacefully and
without disruption of the educational process.
The North Carolina Committee is the third State Com-
mittee organized by the Cabinet Committee. The first,
Mississippi, and the second, South Carolina, are already
working in their respective States. Committees have been
formed in Georgia, Arkansas, and Alabama and will be
announced soon. Committees are being formed in Florida
and Louisiana. -
. The following North Carolinians comprise the State
Advisory Committee :
ARCHIE K. DAVIS, Chairman; chairman, Wachovia Bank & Trust
Company; former president, American Bankers Association
DR. HUBERT EATON, Vice Chairman; surgeon, Wilmington, N.C.
WILBUR HOBBY, president, North Carolina AFL-CIO
Tom FINCH, president, Thomasville Furniture Industries; senior
vice president & member of board of directors, Armstrong Cork
Company; former member local school board
HARVEY BEECH, Kinston attorney; area attorney NAACP Legal
Defense Fund, Inc.; immediate past president, Kinston School
Board
Y. H. ALLEN, superintendent of schools, Lumberton, N.C.
J. MARSE GRANT, editor, Carolina Biblical Recorder, Raleigh;
former president of the Southern Baptist Editors Association
DR. W. H. PLEMMONS, president emeritus, Appalachian State Uni-
versity, Boone; member of the North Carolina Historical
Society
JAMES OLLIS, director, student activities, St. Andrews College,
Laurinburg; immediate past president, North Carolina Jaycees;
national vice president, Jaycees
MRS. C. H. DAWSON, president, North Carolina League of Women
V
oters
A reduction of five million man-hours in the time MRS. CARLTON.G. WATKINS, president, PTA of North Carolina
expended by the public in filling out administrative SHEARON HARRIS, president, Carolina Power and Light Com-
forms and inquiries under the Federal Reports pany; chairman, board of trustees of Meredith College, Ra-
leigh; director of North Carolina Educational Council on
Nati
l P
di
N
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li
ona
urposes;
rector,
ort
aro
na Foundation of
(2) A reduction of 200 million dollars in executive Church-Related Colleges
branch funds expended for reporting and related ARTHUR TYLER, chairman emeritus, Belk Stores; president emeritus,
paperwork. Belk Tyler & Company; one of the founders" of Wesleyan
College
The Office of Management and Budget has issued in- JOHN STICKLEY, SR., chairman of the board, John L. Stickley Com-
structions to you implementing this project. Mr. Kunzig, pany, Inc.; former president, Lions International
DR. MARION THORPE, president, Elizabeth City State University;
Administrator, General Services Administration, will 'as- president-elect, North Carolina Association of Colleges and
sume the lead in coordinating this project. Universities
WILLIAM JONES, president, Boren Clay Products Company; member,
I expect all of you to give this effort your full support State Vocational Education Advisory Committee
and to report y`Npp" 9WgIobVFWfetft@i2fm'2fb4/2W: CIA4iR?i 4c00300R00 00l160012.siool board; professor,
of fiscal year 1971. North Carolina Central State University, Durham
SAMUEL BURFORD, principal, T. Wingate Andrews High School,
RICHARD NIXON High Point
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r
ixo'a yes y
.federal agencies t'o aim at $200
million reduction in their paper
work costs during fiscal year
1971 and a 5 million man-hour
tax forms.
N' erd - directed all
Nixon Orders
Drive to Cut
Paper Work
President Nixon's new Office
of Management and Budget has
found that the executive branch
spends about $4 billion a year
on reports and related paper
work, and that the public spends
about 100 million man hours
filling out federal forms each
year, not including the income
reduction of time spent in fill-
ing out federal forms.
Dwight Ink, assistant director
of the new office, said the ad-
ministration has undertaken the
most ambitious effort ever to
streamline forms and cut down
on duplication of reported
information.
In the area of public health,
for example, nine different pro-
grams have been consolidated
into one reporting procedure,
Ink said,
At the same briefing yester-
clay, While House Press Secre-
tary Ronald Ziegler noted the
Justice Department hopes to
end its special procedure for at-
torneys there vlio are required
to fill out a schedule, in 12-
mitaute segments, of how they
spent their work day.
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