PERFIT (FITNESS REPORTING SYSTEM) DESIGN REQUIREMENTS STATEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000700010006-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 28
• Document Creation Date: December 19, 2016
• Document Release Date: January 15, 2003
• Sequence Number: 6
• Publication Date: December 12, 1964
• Content Type: REPORT

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'ERFIT
(Fitness Reporting System)
DESIGN REQUIREMENTS STATEMENT
241 A9A
Project Lea er
--d----
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TABLE OF CONTENTS
II BACKGROUND & DISCUSSION
A. Background
B. Summary of Present System
Figure 1
C. Problem Areas
0
III CONCEPTUAL DESCRIPTION OF PROPOSED SYSTEM
A. Concepts
B. System Capabilities
Figure 2
Figure 3
IV ADVANTAGES & DISADVANTAGES
A. Advantages
B. Disadvantages
A. Assumptions
B. Impact on OCS Resources
C. Impact on other Agency Components
VI CONVERSION
VII MAINTENANCE
VIII. HARDWARE & SOFTWARE REQUIREMENTS
A. Hardware
B. Software
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TABLE OF CONTENTS
Page 2
IX ALTERNATIVES CONSIDERED
XI COST
A. Conversion
B. Maintenance
CONCLUSIONS
XII RECOMMENDATIONS
Concurrences
0
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PERSONNEL FITNESS REPORT CONTROL
(Project PERFIT)
OBJECTIVE
The objective of the Fitness Reporting Project is to
provide: (1) an effective system of identifying personnel
for whom fitness reports are due; (2) automatic controls
which will notify the various offices of delinquent fitness
reports; (3) the mechanical pre-printing of fitness report
status data for all civilian headquarters personnel, and
(4) a data base of performance ratings for statistical reporting.
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II BACKGROUND & DISCUSSION
A. Background
The scope of the Fitness Reporting System is covered in
TP1TTL regulations I
(which define the
responsibilities for continuous employee-performance
evaluation.
B. Summary of Present System
Currently, fitness reports are required on all staff
employees nine months after entrance on duty and annually
thereafter. (The current call-up schedule is displayed in
Figure ##1) The monthly call-up program produces five reports:
Job 184, "The Fitness Report Master Listing; Job 184A, "Roster
of Employees Due a Fitness Report, Alpha by Grade by Division
by Office; Job 184B, "Tabulation of Delinquent Fitness Reports";
Job 184E, "Roster of Errors and Separations"; Job 184F, "Delinquent
Fitness Reports 2 or More Months"- and Job 184K, "Roster of
Employees Due a Fitness Report, Alpha by Office".
Copies of the 184A are distributed to the.offices and are
in turn distributed to the components. Fitness reports are
prepared and then sent to Transaction & Records Branch/Office
of Personnel (TRB/OP).. NOTE: If the subjects of the call-up
list are stationed overseas, no attempt is made to notify the
station of a due fitness report (unless the report is delinquent)
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Initial Report
Current Year
Annual
Due 9 Months
Reporting
DATE
DUE IN
O/P
After EOD Date
Period Ending
Run Dates
of:
Date
Hqs. Personnel
Field Personnel
JANUARY
GS1-5; 14-18
June
March
CY
April
CY '
May
Cy
SPS with EOD
(PY)
Date 'S: March
(py)
FEBRUARY
July
April
CY
May
CY
June
CY
(PY)
MARCH
August
(PY)
May
CY
June
CY
July
CY
APRIL
GS 6-8 with
September
June
CY
July
CY
August
CY
EOD Date
(PY)
June (PY)
MAY
October
July
CY
August
CY '
September
CY
(Py)
JUNE
November
August
CY
September
CY o
October
CY
(PY)
GS 9-11 with
JULY
EOD Date G
December
September
CY
October
CY
November
CY
September (PY)
(PY)-
I
AUGUST
January
October
CY
November
CY i
December
Cy
(CY)
SEPTEMBER
February
(Cy)
November
CY
December
CY
January
NY
CY = Current Year `
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Current Year
Initial Report
Due 9 Months
Afte
EOD D
t
Reporting
Period Ending
DATE DUE IN O/P
Run Dates
Annual
r
a
e
of:
Date
Hqs. Personnel I Field Personnel
OCTOBER
GS 12-13 with
March
December CY
January NY I February NY
EOD Date G
(CY)
December
(PY)
~
NOVEMBER
April
January NY
February NY March NY
(CY)
DECEMBER
May
February NY
March NY i April NY
(CY)
EE
CY = Current Year
PY = Previous Year
NY " Next Year
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since the overseas fitness reports have been arriving fairly
close to the call-up schedule. These overseas fitness
reports do not contain any information in items 1, 6, and 7
of Section A (name, official position title, office, division,
and branch of assignment) and are attached to a Field
Transmittal - Fitness Report (Form 45a) containing the
certification section of the Fitness Report (Form 45) in
pseudonym. Once these forms are received, the pseudonym is
broken, items 1, 6, and 7 are completed, and the fitness report
is forwarded to TRB/OP.
Upon receipt of the completed fitness report, TRB checks
the form for completeness and if found acceptable, codes and
transcribes the data to a Fitness Report Receipt Record (Form
45g) for input to the monthly machine run made in the office of
Computer Services (OCS). After coding, the fitness report is
filed in the employee's official Personnel Folder. Contract
personnel and Wage Board types (LI3, W,L,S, GA, GP) are not
presently coded since a fitness report record is not kept for
these individuals.
Quarterly and Annual statistical reports (Job 184C,
"Tabulation of Fitness Report Ratings by Headquarters by Office";
Job 184D, "Tabulation of Fitness Report Ratings by Headquarters
by Grade"; Job 184H, "Agency FR Ratings by Grade: by SD"; Job
1841, "Departmental FR Ratings by Grade by SD"; Job 184J, "Field
FR Ratings by Grade by SD") produced primarily for reference
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CJ
purposes are also used to prepare the annual "Selected
Statistics Reports by Ratings by Career Service."
C. Problem Areas
1. The most critical problem area is the present call-up
cycle. Basing the cycle on groups of grades sometimes causes
an employee to go fifteen months without a Fitness Report.
Reassignments cause at least two fitness reports to be prepared
in one year, and in many cases, where an employee hasn't been
under a responsible official's supervision for ninety (90)'days,
fitness reports with no overall performance rating are prepared
simply to satisfy the data processing system. (NOTE: In
instances of this nature, a reply is coded with a "Y" as the
overall rating. The data processing system accepts these replies
and removes the employee's name from the delinquent roster. "X"
coded replies are prepared for individuals who don't require a
fitness report, e.g. DCI, Deputy & Executive Director, etc.)
2. Pseudonym requirements for all foreign pouch correspondence
have hampered the design of the proposed system in that preprinted
forms, in true name, cannot be produced and distributed for
overseas personnel.
3. The monitoring of reassignment fitness reports will
continue to be a problem. The Office of Personnel has indicated
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that monitoring reassignment fitness reports just on the
reassigning employee will create more problems than it solves.
Also, there is no feasible wav to automatically monitor
supervisory reassignment fitness reports both for the supervisor
and his or her subordinates. The major difficulty exists in
determining who actually completes the subordinate reports.
Even the inclusion of a hierarchial code in the proposed Staffing
System will not pinpoint the responsibility of preparing the
reports. Therefore, as before, reassignment fitness reports will
be accepted into the system but will not be monitored.
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III CONCEPTUAL DESCRIPTION OF PROPOSED SYSTEM
A. Concepts
1. The PERFIT project will become part of the new Human
Resources Systems and will contain the following data on the
Manpower Control System (MCS) master record:
? Date of Latest Fitness Report (Mo, Day, Yr)
o Latest Fitness Report Rating
Grade at Time of Fitness Report
Service Designation at time of Fitness Report
o Office at Time of Fitness Report
? Headquarters at Time of Fitness Report
? Type of Fitness Report
? Ordinal Fitness Report Number
? Fitness Report Due Da--e
2. All input effecting action to the PERFIT project will
also be entered into the General Archives Project (GAP).
Therefore, any statistical reporting and/or analysis concerning
fitness report history can be done on the General Archives
Project. NOTE: The Office of Computer Services has a magnetic
tape history dating back to 1963. Upon implementation, t.':erefore,
the General Archives project will contain all fitness reporz
ratings plus the other items mentioned above subsequent to 1962_
The Official Personnel Folders will have to be consulted for
any rating prior to 196:3.
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3. Completed fitness reports will be routed to the
Data Management Center for subsequent input via remote
terminals.
B. System Capabilities
1. All fitness reports on headquarters personnel will
contain employee status information preprinted on each form
and will be distributed to each office along with a roster of
individuals due a fitness report (to be used for administrative
control purposes).
2. The previously approved consolidation of the Fitness
Reporting System and the Qualifications Update System (re: Memo
dated 26 Oct 1969 to C/STF from D/PERS, Subject: A Proposal
To Consolidate Procedures Under A Single Collection/Control/
Certification Function) will be implemented. It is expected
that the fitness report form (Form 45) and the Qualifications
supplement form (Form 444n) will be combined into one physical
form. This form will, be used to provide input for the
Manpower Control System (MCS) and/or the Skills Inventory System
(SKILLS). For example, if a special fitness report is prepared
on an individual, the qualification portion of the form need
not be completed. A box at the too of the form will be check-
marked by the submitter to indicate what portion of the form
will be completed. (NOTE: The preprinted form produced by the
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computer will be "pre-checked" indicating that both inputs
are to be expected.) This check-mark will be used both by
an input clerk and the computer as a control function and, for
example, if both inputs are indicated, data will be expected
from both sections; if data is missing from one section, the
form will be returned to the submitter for correction. The
design of the new forms and call-up/delinquent rosters will
be accomplished through a joint effort between Management Support
Division (MSD)/OCS and Control Division (CD)/OP.
3. The utilization of an on-line query capability will allow
for the preparation of various non-scheduled reports against
either the Manpower Control System or the General Archives
Project.
4. The heretofore manually prepared annual selected
statistics report will be machine generated on a request basis
in lieu of reports 184H, I, and J. c~-r ( -~~
5. The "menu" concept (input processing via remote
terminals - the input operator is told by the computer what
fields to enter) which allows data to be input directly from
the Fitness Report (Form 45) will eliminate the present coding
effort and the Fitness Report Receipt (Form 45g).
I
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6. The present call-up cycle will be expanded to include
Wage Board types (Figure #2) and will have the capability to
include contract personnel. The expansion of the cycle was
made possible by the assignation of a grade structure to the
Wage Board Schedule. The expanded cycle allows a fairly even
distribution of the percentage called up in each instance. A
study was performed to try and determine the percentage of
fitness report call-ups using the expanded call-up cycle against
total on-duty strength as of 31 December 1969. (Figure #3)
7. The expanded organizational code in the proposed Staffing
System will enhance the distribution of the pre-printed fitness
reports. The reports will be produced in organizational code
order allowing distribution at the office, division, branch,
unit, or sub-unit level depending upon the organizational
structure of each component.
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WAGE SCHEDULES REQUIRING FITNESS REPORTS
GS - General Schedule
GSF - General Schedule Finance
GSM - General Schedule Medical
GSS - General Schedule Scientific
GSD - General Schedule Mathematician
GSC General Schedule Cartographic
GSP - General Schedule Psychologists
GSN - General Schedule Nurse
SPS - Scientific Pay Schedule
S - Supervisor
L - Leader
W Worker
LB - Lithographic Board
GA - Graphic Arts
GP - Government Printers
SS - Special Schedule
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PROPOSED FR CA;-UP SCHEDULE
Initial Report
Current Year
Annual
Due 9 Months
Reporting
DATE
DUE IN O/P
Run Dates
After EOD Date
Period End
ing
Hqs.
Field
of:
Date
Personn
el Personnel
Grade
Schedule
JANUARY
1
- 05
GS, GA, L, LB, S, W
June
March
CY
April
CY May
CY
14
- 18
GS
(PY)
14
- 24
LB
14
- 15
W
GP1,
GP7, GP8
--
SPS
-----
------
-------
------------------
EOD
Date
March (Py)
FEBRUARY
July
April
CY
May
CY June
CY
(PY)?
MARCH
August
May
CY
Jvune
CY
July
CY
1
(PY)
~
Grade
Schedule
APRIL
6
- 8
GS, GA, L, LB, S, W
September
June
CY
July-
CY i August
..Y
-----
--
------
-GP2---
------------------
(PY)
EOD
Date
C
June (PY)
MAY
October
July
CY
August
CY : September
CY
(PY)
-
JUNE
November
August
Cy
September
CY i October
CY
(Py)
I
CY = Current Year
PY = Previous Year
NY = Next Year Approved For Release 2006/1?MaURCLL9-RDP82-003578000700010006-1 Pae 1 of 2
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PROPOSED FR CA -,-UP SCHEDULE
Initial Report
Current Year
Annual
Due 9 Months
Reporting
DATE
DUE
IN O/P
Run Dates
After EOD Date
Period Ending
Hqs.
Field
of:
Date
Personnel
I Personnel
Grade
Schedule
9 - 11
GS, L, LB, S, W
JULY
--
GP3
December
September
CY
October
CY
(November
CY
-
G
--- - --_---
(PY)
EOD Date
September(PY)
January
October
CY
November
CY
(December
CY
AUGUST
(CY)
SEPTEMBER
February
November
C
December
CY
(January
NY
(CY)
Grade
Schedule
12 . 13
LB, GS, L, S, W
C.
OCTOBER
GP4 GP5 GP6
----_
March
December
C
January
NY
(February
NY
EOD Date
'G December (PY)
(CY)
NOVEMBER
April
January
Febrmary
NY
(March
...
(CY)
DECEMBER
May
February
March
NY
April
NY
(Cy)
:
CY = Current Year
PY = Previous Year
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IV ADVANTAGES & DISADVANTAGES
A. Advantages
1.. Will eliminate much of the time-consuming manual effort
now expended to maintain the fitness reporting system. e.g.,
typing of status information on each fitness report plus the
coding of fitness report replies.
2. The consolidation of the fitness reporting system and
the qualifications update system will:
a. Allow for the completion of the Qualification
Supplement on overseas personnel.
b. Eliminate redundancy in both manual and computer
processes.
c. Upgrade supervisor control over the qualifications
supplement processes.
d. Force compliance with regulations as established.
3. Since separatee records on the Manpower Control System
will be retained until March of the following year, fitness
reports on separations and retirees will be included on all
statistical reports for the year.
B. Disadvantages
The new system will still have to rely on the foreign
stations to submit fitness reports on their own initiative since
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there will be no notification given (in the form of a
call-up roster) to the station for a due fitness report.
It will be up to the individual offices at headquarters to
contact their station when a delinquency occurs.
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V IMPACT
A. Assumptions
1. GAP and MCS will actually be one physical file
separated into extents. As action occurs on a particular
field, an extent (recurrence) of that field will be created
containing the effective date; the process date, if necessary;
the reason for change; and the change itself.
2. A generalized query routine will have been developed
having the capability (at user option) to query the Manpower
Control System (current information) and/or the General Archives
Project (historical information).
3. A 'file manager' routine will have been developed
allowing the manipulation of data items dependent upon certain
parameters.
B. Impact on OCS Resources
The Fitness Reporting Project will draw on much of the
established data base and will utilize all generalized query
and update routines. Therefore, the programming effort to
implement this system will not be too extensive (with the
exception of certain highly sophisticated reports). Most of
the impact on OCS resources will be prevalent during the design
of the reports and forms and the conversion effort.
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C. Impact on other Agency Components
The implementation of this new system will have the
greatest impact on OP/CD/TRB. The manual verification, coding,
and subsequent paper-tape punching and verifying of the
fitness report replies, plus similar procedures performed for
the 444n Qualifications Supplement, will be eliminated and
replaced by the input procedures of the Data Management Center.
The preprinting of forms will obviously alleviate manual
effort now expended by various agency components to type status
information on all fitness reports. Hopefully, user confidence
in the new system will increase to such a point that many
hard-copy reports produced primarily for visual verification of
personnel status items will be discarded in lieu of direct
queries and reporting via remote terminals.
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VI CONVERSION
The Office of Computer Services (OCS) will be responsible
for converting the existing Fitness Report Master as well
as all Fitness Report history subsequent to 1962 to the
Manpower Control System, and the General Archives Project,
respectively. Conversion programs requiring moderate
programming effort will have to be developed to accomplish
this task.
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VII MAINTENANCE
Maintenance to the system will be accomplished through
Fitness Report Qualifications Supplement replies and
miscellaneous change notices all directed to the Data Manage-
ment Center where they will be reviewed, inputted to the system
via remote terminals, and forwarded to OP/CD/TRB for filing in
the Official Personnel folders (if required).
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VIII HARDWARE AND SOFTWARE REQUIREMENTS
A. Hardware
The PERFIT Project will utilize the hardware configuration
chosen for the Human Resources Systems which is assumed to be
a time-sharing computer capable of supporting a large number of
sophisticated remote terminals having preliminary edit
capabilities. The system is also assumed to have a large direct
access storage capacity enabling the Manpower Control System,
as well as the General Archives Project, to be on-line, subject
to remote query via remote terminals.
B. Software
No special software will be needed to implement this system.
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IX. ALTERNATIVES CONSIDERED
Much consideration was given to discarding the present
Fitness Report call-up cycle and instituting a new cycle
which would initiate a call-up one year from the date of the
last fitness report. This new cycle would have eliminated:
(1) the "additional" Fitness Report required for reassignments
(i.e., the reassignment report plus the next annual report),
and (2) the fifteen month lapse between fitness reports when
a promotion causes a change in the call-up cycle groupings.
However, this alternative was discarded primarily because
notification to overseas stations would be necessary when their
personnel were due a fitness report. If a direct communications
link is installed between the DDS computer and the Agency's
communications network, notification of a due fitness report
would be made from the computer to the overseas station and
the new schedule, which would enhance the accuracy of any
historical reporting, should be implemented. Until such a time,
however, the current call-up schedule will be retained.
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X CONCLUSIONS
The above proposed Fitness Reporting System is not an
ultimate revision of the present system. It will operate
in the same environment, plagued by the "hit or miss"
procedures for handling-overseas reporting. The same call-up
cycle will be utilized with its inherent inconsistencies.
However, the system will relieve much manual effort now required
to input Fitness Report replies and 444n Qualifications
Supplements. Reports associated with this system have been
eliminated, consolidated, improved, and some will be placed
on-line, if-necessary. This proposed system will be a more
efficient and accurate system than now exists today.
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XI ' COST
This section has been designed to indicate only those
costs which pertain to the users of the PERFIT Project.
A. Conversion
Unless an additional requirement is levied on the PERFIT
Project to code all fitness reports prior to 1963, there
will be no conversion cost to the users. As stated in
Section VI, OCS will be responsible for the development of
all conversion programs. This development cost along with
the cost of computer time will be charged to OCS.
?B. Maintenance
With the inputting of fitness report/qualifications
supplement replies and miscellaneous change notices performed
in the Data Management Center, all coding and Flexowriting
operations on this project will cease. Therefore, those user
maintenance costs will be eliminated.
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XII RECOMMENDATIONS
It is recommended that the proposed Fitness Reporting
Project be accepted at this time for implementation as an
interim system to be replaced with a more sophisticated
effort involving procedural as well as regulatory changes.
This sophistication would not take place until the Agency
has developed a totally integrated communications and data
processing environment.
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