SEMI-ANNUAL ADP MANAGEMENT REPORT TO THE BUREAU OF THE BUDGET

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04723A000200040008-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: November 17, 2016
• Document Release Date: July 26, 2000
• Sequence Number: 8
• Publication Date: November 9, 1966
• Content Type: MF

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9 November 1966
MEMORANDUM FOR: Chief, Support Services Staff
Office of the Deputy Director Support
SUBJECT: Semi-Annual ADP Management Report to the
Bureau of the Budget
This is in response to your request for up-to-date
information from this office on ADP accomplishments during
the period March 1965 - October 1966. Information is
presented in the attached tabs in accordance with the
categories set forth in paragraph 1 of your memorandum of
28 October 1966.
TAB-A Accomplishments in the use of computers.
TAB -B Accomplishments in the management
of ADP.
TAB-C ADP plans for the future.
TAB-D Possible ADP improvements requiring
action by other agencies.
TAB_E Office organization and assignment of
responsibilities for ADP. _
25X1A
Deputy Director of Personnel
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TAB
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 SECRET
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I. ACCOMPIISHMENTS IN THE USE OF COMPUTERS
A. The sub-category codes of the Manpower Analysis Numbering
System, which identify people and positions by functional
categories as: Professional, Technical, Communications,
Clerical and Non-GS are now being used to report:
- On Duty Strength
- Position Structures
- Applicants In Process
B. A file has been established which contains all occupational
codes and titles and the corresponding MANS code for each
occupational code. For historical purposes this file will
contain those currently in use as well as those that are no
longer used.
C. A Country-City code with clear text equivalents has been
established. When codes are discontinued or changed they
will remain in the file and the date the change occurred
will be shown.
D. A program for computing the number of days an applicant was
in process before entering on duty or cancelling out was
established.
E. The code structure used to record tested and claimed
language abilities was augmented to clarify ambiguities
and to show what the ability was prior to being disclaimed.
F. The initial phase of the installation of an Agency Central
Qualifications Records System was completed. This
encompassed recording in coded form the pre-CIA work
experience and education of all employees and selected
applicants.
G. A capability was developed for producing in clear text
the collegiate educational background of all employees
showing:
- Degrees received.
- Major field of study.
- Name and location of the college or university.
- Year degree was received.
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 jLGRET
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H. An ADP system was designed and put into effect to provide
records for management in the administration of the CIA
Retirement and Disability System established by Public
Law 88-613. The ability to correlate or combine information
in the CIA Retirement and Disability System with other human
resource records, such as the payroll deduction and account
system, the personnel master status record, etc., has been
accomplished. This eliminates any need fo duplication of item
information on different records. Ths'also provides the human
resource data base (both current and historical) needed for
future actuarial studies required by law.
I. An ADP health insurance program was activated which provides
a master status record of all policy holders. This record
is compatible with payroll master records. It eliminated
the necessity for dual record keeping by both the Offices of
Finance and Personnel with a resultant decrease in errors.
Updating and transaction responsibility was centralized
in the Insurance Branch of the Office of Personnel.
GiQUF
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TAB
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 SECRET
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II. ACCOMPLISHMENTS IN THE MANAGEMENT OF ADP
A. In a general reorganization of this office a new division
was created, the Records and Control Division, centralizing
all ADP activities for the Office of Personnel. This
division processes and is in control of the input of ADP
personnel information. It is also the central control
point for the request for personnel information from the
ADP system and for the preparation and dissemination of
personnel information and statistical reports.
B. A survey was completed for the Support Information Requirements
Group which set forth the basic information input requirements
for the Office of Personnel for it to have the capacity to
respond to current and anticipated demands for personnel
information.
C. In response to Action Memo 444 and Bureau of the Budget Memo
A-71 the following information was provided the Special
Assistant to the Deputy Director for Support in May 1965:
- An Inventory of ADP Resources.
- On-going ADP programs.
- A projection of Requirements for five year
period FY-66 through FY-70.
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 SECRET.
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III. ADP PLANS FOR THE FUTURE
A. The complete reporting of applicant information by ADP
rather than by EAM.
25X1A
B. The determination of the exact physical location of
field personnel assigned to
Field T/O's through the use of the
Personnel Emergency and Locator Record.
C. Establishing an ADP personnel forecasting capability.
(accession and separation rates by age-grade, career service,
MANS code, etc.)
D. The next phase in the establishment of the Agency's
Qualifications Inventory System is expected to start during
the next reporting period when the system will be updated
through the circularization of the entire Agency with a
qualifications questionnaire. This will, in addition,
introduce into the system employees' area knowledge and
CIA work experience.
E. Planning for the continued maintenance of the Qualifications
Inventory System is underway and a proposal will be
advanced during the next reporting period.
F. The conversion of military status information from IBM to ADP.
G. The continuation of the development of a clear text print
out capability for all data recorded in coded form in the
Agency's Qualifications Record System.
H. Planning to continue to work with representatives of the
Language School of the Office of Training to perfect the
ADP reporting of employees' tested and claimed language abilities.
I. We plan to work with the Registrar's Office of the Office
of Training to develop a system for reporting employees'
training on a computer produced biographic profile. Space
limitations on a planned one page pin feed form could present
a problem in this area.
J. Ultimate planning for an ADP production of a comprehensive
biographic profile comparable, but somewhat more extensive,
than that produced manually at the present time. This, of
necessity, will follow many of the planned items mentioned
immediately above.
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K. Planning is underway with the Office of Finance for the
direct input to the computer by that office of data on
the PCS and TDY overseas Agency service of staff personnel.
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TAB
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 SECRET
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IV. POSSIBLE ADP IMPROVEMENTS REQUIRING ACTION BY OTHER AGENCIES
(We are not aware of any)
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If. OFFICE ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES FOR ADP
A. As mentioned earlier, this office in March 1966 took steps
to consolidate ADP responsibilities in one division, the
Records and Control Division. This was done so that all
ADP activities would be under one person and closer
integration and coordination of these functions could be
effected. This has already been productive and will be
especially important when the plans of the Information
Processing Branch, Support Services Staff, are implemented.
B. This office is responsible for a considerable amount of
total computer time expended by the Office of Computer
Services; however, the organizational framework for ADP
is under the control of another directorate.
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