SAMPLE FACT-FINDING QUESTIONNAIRE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100060046-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 23, 2016
• Document Release Date: October 24, 2013
• Sequence Number: 46
• Content Type: MISC

Declassified in Part- Sanitized Copy Approved for Release 2013/10/24.: CIA-RDP90-00191R000100060046-7
L--.) Appendix B: Framework for LI System Implementation
Sample Fact-finding Questionnaire
SAMPLE FACT-FINDING QUESTIONNAIRE
In conducting the survey, it is important to cover all functions that will
relate to the new system. It should be emphasized that the function is
examined rather than a specific organizational element. By pinpointing the
areas requiring improvement, the causes for problems can be determined. The
survey report should present a finding of fact, together with recommendation
for corrective action and areas for ongoing measurement.
Following is a sample checklist, by function, that is a typical approach to
determining the results of the current practice.
ORDER ENTRY
1) Are customer orders processed promptly from receipt to shipment?
2) Have objective standards for delivery performances been
established?
3) Are these standards expressed in terms of number of days from the
receipt of an order to shipment?
4) Have individual standards been established for each material
category?
5) Is there a high ratio of unfilled back orders?
6) Are customer demands captured for input to the forecasting system?
FORECASTING
1) Are customer requirements analyzed in the development of accurate
sales forecasts?
2) Are sales forecasts tracked by comparing actual demand against the
forecast?
3) Does the sales forecast include an estimate of forecast error?
4) Are forecasts reviewed regularly and jointly by Marketing and
Supply and Transportation?
B-11
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Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix B: Framework for CAS System Implementation
Sample Fact-finding Questionnaire
5) Is the best judgement of the group exercised in improving
forecasting data, methods, and techniques used?
6) Are changes to the forecast promptly reflected in inventory
planning?
PURCHASING
1) Is there an effective system tor vendor selection on the basis of
quality, delivery, and price?
2) Is there a Price Monitor Report that flags price increases for
review by Purchasing Management?
3) Is there a method to track vendor delivery performance (early and
late; over and under shipments; quality control rejections)?
4) Are blanket orders and releases used to reserve vendor capacity
and optimize delivery lead time?
5) Are changes in vendor lead times transmitted promptly to the
inventory management system?
6) Is there an effective system for expediting critical items?
7) Are quantity discounts and future price increases considered in
determining optimum purchase order quantities?
8) Are such quantities consistent with inventory policy for economic
order quantities?
RECEIVING
1) Is material forwarded to destination promptly upon receipt?
2) Are receiving transactions reported accurately and promptly?
3) Is there an effective procedure for receiving material that is not
on a purchase order (for example, field returns)?
4) Is there a procedure for tracking material received but pending in
incoming inspection?
B-12
Declassified in Part - Sanitized Copy Approved for Release 2013/10/24: CIA-RDP90-00191R000100060046-7
Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix B: Framework for WS System Implementation
Sample Fact-finding Questionnaire
INVENTORY MANAGEMENT
I) Are there written inventory objectives as to how much the
Investment in inventory should be?
2) Are there written goals for the desired inventory turnover rates?
3) Are there written policies for inventory planners, material
controllers, and inventory analysts to guide them in determining
the order quantity and the safety stock?
4) Are there separate policies for groups of items depending on
annual usage value (ABC classification)?
5) Are inventory records accurate?
6) Is timely inventory status information available?
7) Is there an Inventory Analysis Report that lists excess value of
Items in inventory?
8) Is prompt and proper disposition made of materials and parts that
have become obsolete as a result of an engineering change?
9) Have inventory levels been reduced by profitable disposition of
obsolete and excess items?
SUMMARIZING THE FINDINGS -
The findings of the team's analysis of the existing system should be concisely
summarized in a formal report.
The survey should be structured to include:
I) Purpose and scope of the survey
2) Strengths of present system
3) Areas requiring improvement
A brief and clearly written report of the findings is essential. Back-up data
should be retained by the team in the form of working papers. The purpose of
the survey report is to identify the area of strength on which the new system
can be built, and to identify existing weaknesses.
B-13
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Declassified in Part - Sanitized Copy Approved for Release 2013/10/24: CIA-RDP90-00191R000100060046-7
L.)
Appendix C: Implementation Checklist
Order Entry (OE)
ORDER ENTRY (OE)
STAT
OE IMPLEMENTATION TASKS
1) Document current system
2) Read CMS Concepts and Facilities.- sections 1 & 2
3) Attend order entry class
(:2010 4) Review order entry issues checklist
(lovt) 5) Review order entry data elements and compare to existing system
4L)> 6) (Conduct 'MIS' test of the system
7) Assign responsibility and develop detailed schedule for 8 - 22
8) Define objectives for order entry pilot program
,)9) Write procedure for maintaining order entry system control data
(90M (users, carriers, sales reps, payment terms, general system
control options)
, 10)
(ic) 11)
CJ 12)
ke) 13)
14)
(S) 15)
c',6) 16)
20' 17)
045.?
isk-ttal-rea4944-paacge for fitamias4.49.4art ma-s-L-Fer-dr+0,
Write
Write
Write
Write
Write
Write
Write
procedure
procedure
procedure
procedure
procedure
procedure
procedure
for maintaining customer master data
for maintaining price data ---4>
for sales order entry/acknowledgement
for change orders/acknowledgement
for sales order approvals
for pick/issue/pack/ship 110
for customer returns/Credit memos
18) Write procedure for invoicing
19) Review/revise format for preprinted forms (acknowledgements,
invoices, bill of lading, pick tickets)
20) Write procedure for auditting open sales order (open order
quantity and prices) and customer balances
C-9
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Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix C: Implementation Checklist
Order Entry (OE)
-tt')
f.2)
21) Conduct pilot using procedure drafts
) 22) Develop strategy for initial load (VVolerm:st;r,=:;les
order, d (manual data entry/ conversion
(ge2 programs from old system/bridge programs)
231_A544gn responsibility and develop detailed schedule for 24 - 46
2sing bin Sahromizattons-eflti-p-rimavy
_bins
*25) Spec/code/test conversion/bridge programs
?)
N) 26) Finalize procedures used during pilot .
(?!! 27) Train end users
c'r
6) 28) -Lea4-13411--masters?if-used.
(50 29) Establish the OE user company as a business
30) EsUclth:213=paymemt=berms Ai?
/0) 31) Establish carriers
32) Es-tebillirrers--repretemeatixas.
(3) 33) Establish OE users
34) Establish numbering for
O Businesses
o Sales orders
o Containers
O Bills of lading
O Invoices
O .Credit memos
35) Review accuracy of part master .data (description, UOM, source
plant)
36) Set up pricing
O Authorize price areas
O Authorize price matrices
? -
cu
C-10
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Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix C: Implementation Checklist
Order Entry (OE)
O Authorize price groups
O Authorize sales restriction groups
O Define marketing parts
O Define base prices
O Define production prices
O Define joint pricing groups
O Define customer-specific pricing policies
37) Set up taxing
O Define location-based taxes
O Define location tax types (part specific)
O Record exemption certificates (UPDTAXEX)
O Define excise tax rates
38) Complete order entry pilot and signoff of objectives by
implementation team
39) Define parallel processing parameters
40) Load customer masters
41) Load existing sales orders
42) Load inventory balances
43) Reconcile sales order balances
44) Reconcile customer balances
45) Evaluate parallel processing result
46) Begin order entry production
C-11
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Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix C: Implementation Checklist
Bill of Material (Bort)
BILL OF MATERIAL (BOM) (Paic)
BOM IMPLEMENTATION TASKS
1) Document current system
2) Read CMS Concepts and Facilities - section 1 & 2
3) View BOM video based training
4) Attend BOM class (MPS class too, if it will be installed)
5) Review BOM issues checklist and data eiements
6) Assign responsibility and develop detailed schedule for 7 - 11
7) Write procedure for part number assignment/control/maintenance
81--reee4ur-e?thr_321-alaintena-Reeleent-rt4
9) Write procedure for parts catalog maintenance/control
10)
11)
-I
- ? -
? . ?
(fa5 '44D)
12) Conduct pilot using procedure drafts as a basis for a script(4-
13) Develop strategy for initial load of part and BOM data: (manual
data entry/conversion programs from old systems/bridge programs)
14) Develop detailed schedule for 15 - 22
15) Spec/code/test conversion/bridge programs -- (99 P4.0
16) Write final drafts of procedures
(5-
17) Train end users 5A,16/ cg:jocisqs (-)0 ^/16) aAt41154-
18)
19) Load part master data required for BOM module
20) Load parts catalog data
21) -figa34.2ait data
22) Audit BOM data/publish results/correct problems ( )5"
C-2
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Li
Appendix C: Implementation Checklist
Bill of Material (BOM)
BOM ISSUES CHECKLIST
1) Part number length/uniqueness/composition
2) Will any parts be located in more than one plant
3) Is there a need to maintain more than one view (model) of the BOM
4) What type of effectivity is required on BOM
5) What type of revision level control is required
6) What are the requirements for BOM history
7) What kinds of substitutes/alternates are used
8) How is the sequence of components on a BOM established/maintained
9) If multi-plant, are BOMs unique to a particular plant
10) How are engineering changes controlled and implemented
11) What are the UOMs to be used and what is the range of qty per
field
C-3
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Declassified in Part- Sanitized Copy Approved forRelease2013/10/24 : CIA-RDP90-00191R000100060046-7
Appendix C: Implementation Checklist
Inventory Control (INV)
INVENTORY CONTROL (INV)
INV IMPLEMENTATION CHECKLIST
1) Document current system
2) Read CMS Concepts and Facilities - sections 1 & 3
3) .View INV video based training
ira,06m1 4) Attend INV class (2,4
(PWO 5) Review INV issues checklist and data elements (/o'1
6)
6) Assign responsibility and develop detailed schedule for 7 - 16
t11501? 7) PLANT/BOM
Write procedure for maintaining INV related fields on PART/PART
8)
010 to 9) Write procedure for maintaining TO data
10)
4) 11) Write procedure for PO/TO receiving & dock to stock
e0)12) Write procedure for maintaining/picking/shipping CO/TO
(!5)13) Write procedure for cycle counting
14) Wr-i-te?p-r-ocedttre?t-trauclit?open?P0--
15)
16) etoaur1lt
17) Conduct pilot using procedure drafts
(b)18) Develop strategy for initial load of PO/TO/CO/MO data and INV
wIrA" balances (manual data entry/conversion programs from old
system/bridge programs)
19) Assign responsibility and develop detailed schedule for 20 - 30
(p) 20) Define stockroom layout including bin authorizations, primary bin,
expected allocation bin, and post deduct bin, if used
?
?
C-4
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1/4...) ? Appendix CUImplementation Checklist
Inventory Control (IAW)
6rx) 21) Spec/code/test conversion/bridge programs
22) Load bin masters if used
(P?) 23) Finalize procedures
24) Train users
25) Rev.tew-BBMs-for-atct
26) Load INV related PART/PART PLANT/BOM data
27).A:sae-RBIs-
28) Load--e0T7ITIs
29) Load-MGs--
(40 30) Load itial inventory balances
C-5 ?
Declassified in Part - Sanitized Copy Approved for Release 2013/10/24: CIA-RDP90-00191R000100060046-7
Declassified in Part - Sanitized Copy Approved for Release 2013/10/24: CIA-RDP90-00191R000100060046-7
Appendix C: Implemeitation Checklist
Inventory Control (INV)
C.
INV ISSUES CHECKLIST
1) Diagram general flow of material through plant and identify
stocking points in plant
2) Define if multi-plant is required
3) Review stockroom layout
o Will bin locations be used
o Are parts stored in predefined bins
4) Will any parts be issued in bulk to 'floor stock'
o (Post deduct bins)
5) How are parts received
o Will transfer orders be used (if multi-plant)
o What if PO/TO is not on file at time of receipt
o Is inspection required before stocking parts
o How are rejected parts tracked until final disposition
6) Which bin locations are printed on picklists (primary bin, only
bins with sufficient quantity for order, etc.)
7) How are parts shipped
o Will transfer orders be used (if mult-plant)
8) Will POs be entered in INV or will purchasing be installed
9) Will COs be entered in INV or will order entry be installed
10) If lead time offset is used, how will parts be picked
C-6
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