PROPOSED PART NUMBER CONCEPT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100070011-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 23, 2016
• Document Release Date: October 24, 2013
• Sequence Number: 11
• Publication Date: February 29, 1988
• Content Type: MEMO

Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070011-4
February 29, 1988
MEMORANDUM FOR: Chief, Information Management Support Staff
FROM : Chief, CLAS Supply Team
SUBJECT : Proposed Part Number Concept
REFERENCE : Memorandum from C/SD dated 22 Feb 88
(OL 1417188)
1. The CLAS/Supply Team has reviewed the memorandum from Supply Division
and would like to focus our attention on the critical points addressed.
2. The memorandum outlines the established procedures for researching an
item under the Federal Stock Number (FSN) system on page 3. The procedures
dictate that part numbers are checked in the part number file for a stock
number and if unsuccessful, the noun name of the item is checked in the
alphabetical description listing, again for a stock number. The procedures
also state that if multiple stock numbers are involved that the description
of each stock number is reviewed in order to select the correct item. The
CLAS Supply Team agrees totally that these procedures are reasonable, correct
and well established. We consider it critical that the individuals
responsible for making a decision on the part number concept have a
understanding of these present research techniques which will continue and be
enhanced by the capabilities of the Cullinet catalog features.
3. The Supply Team has analyzed scenario "B" (page 6) where an OTS
engineer orders an incorrect CC item for priority shipment to a field
station. It should be noted that an individual from CTS does not have the
authority to draw down stock owned by OC. This scenario portrays the
elimination of the present controls that prevent this. The point for
consideration here is that there was a major deviation from the established
research techniques outlined by Supply Division but omitted in this particular
scenario. The procedures guide an individual from the part number file
research to the noun name research to a visual review of the item description
for correct item identification. The memorandum has assumed that the
individual failed to visually review the item description. This same scenario
would apply under either a stock number or a part number concept. If an
individual fails to read the description for the desired material then he
could receive the wrong item. This scenario relates to an individual ordering
an item from Sears & Roebuck Co. by catalog number without looking at a
picture of the item or reading the description. It is not anticipated or
expected that a reasonable and prudent person would order an item in this
manner.
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4. A review of scenario "A" (pages 5 & 6) indicates that there was again
a deviation from the established research procedures. The procedures guide an
individual to an alphabetical noun name listing when a search of the part
number file fails. The request would not have been forwarded to procurement
if the individual had adhered to the guidelines. This same scenario would
apply under either a stock number or a part number concept. If I deviate from
the prescribed research procedures, I may order an item through procurement
that is in inventory.
5. Additional areas of concern are addressed below, however we are
prepared and expect to discuss all the points at the meeting between SD and
the CLAS Supply Team.
Item 2A "May save some customers one step in their research."
Item 3D "May increase research time due to lack of a standardized
starting point."
Item 4 "While some customers may be comfortable with part numbers, SD
is responsible for processing of all requests for materials."
Item 5F "Part numbers such as M3, 75PC-02T, or PRT-205 will only mean
something to an extremely small select group of customers."
Item 5E1 "Part numbers will mean nothing to a vast majority of OL's
customers or careerists."
Item 5E3 "Use of the part number as the file key will actually increase
research time for most customers."
The part number concept will save our major customers one step in their
item identification research on most occasions. As the life cycle of the CLAS
Project progresses towards electronic requisitioning, most of our customers
will benefit from this more descriptive item identification number. The
research procedures utilized by the customer and/or SD will remain the same
except they will be simplified and more user friendly by the Cullinet catalog
features. For example, a form 88 "Requisition for Material and/or Services"
currently listed in inventory as stock number "7530-00-H04-1022" may be
stocked as part number "form88". It appears logical that our customers could
relate more to "form88" than the stock number. The stock number does not
provide any reasonable item identification characteristics.
Item 3A "Departing from a tried and proven system used successfully by
all Federal Government Agencies and one we must continue to
interface with."
Item 31 "Full extent of ramifications will not be known until system
has been used over an extended period of time and changes may be
more difficult and costly at that time."
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Item 8 "Agency should conform to Federal Standards."
Item 8A "Agency is a part of Federal Government."
Item 813 "Subject to Federal Regulations."
Item 8C "Should, where possible, conform to Federal Standards."
Item SD "Agency part of FSS."
Item BE "Agency relies heavily on the FSS to establish, control, and
delete items in a worldwide Federal system."
Item 8E1 "FSS operates on the FSN concept."
Item 8E2 "Must use FSN in all transactions with the FSS."
Most of the above items were addressed in our memorandum (OL 20042/88)
dated 10 February 1988. In reference to the fact that the "full ramifications
will not be known" and that the Agency is "subject to Federal Regulations", we
must re-emphasize that the National Security Agency (NSA) and the Bureau of
Engraving and Printing (REP) have already adopted part numbers as their key
identifiers. A focal point within NSA states that they implemented the part
number concept based on the same logic that is being proposed by the CLAS
Supply Team. If there is a federal regulation that is being circumvented, it
is not known to the Supply Team, NSA or BEP.
Declassified and Approved For Release 2013/10/24: CIA-RDP90-00191R000100070011-4