PROPOSED PROCEDURAL CHANGES UNDER CLAS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100070013-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 23, 2016
• Document Release Date: October 24, 2013
• Sequence Number: 13
• Publication Date: February 22, 1988
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved For Release 20)3/10/24 : CIA-RDP90-00191R000100070013-2
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?2 FEB 1
? MEMORANDUM FOR: Chief, Information and Management Support
Staff, OL
FROM:
Chief, Supply Division, OL
SUBJECT: Proposed Procedural Changes Under CLAS
REFERENCE: Memorandum for C/IMSS from C/SD-, dtd 5 Feb BB,
Same Subject 4
Deputy Chief, Information and Management Support Staff has
requested additional information regarding Supply Division's
(SD) concerns regarding use of the part number as a file key
under CLAS. SD's concerns, comments, and a few examples are
provided in the attached outline. SD understands CLAS.1.
rationale for wanting to assist two of Office of Logistics'
(OL) major customers, but we must look at and try to project
possible outcome for all of OL's customers. Please review the
attached and at your convenience, contact on secure
to arrange a meeting to discuss our position.
Attachment
STAT
STAT
STAT
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I. Only question in debate.
A. Should the Federal Stock Number be mandatory as the file
key for CLAS?
II, Advantages of using the part number as the file key,
A. May save some customers one step in their research.
III. Disadvantages of not using the FSN as the file key.
A. Departing from a tried and proven system used ,
successfully by all Federal GovernmenAAgencies and one we
must continue to interface with.
B. Data readily available from FSN such as Federal Group_
and Class, descriptive information, and source of supply
will be lost.
C. May result in requests for incorrect materiels due to
_multiple use of the same part number.
D. May increase research time due to lack of a
standardized starting point.
E. May result in additionalwork, for Procurement since
requests for stocked items may inadvertently be directed to
them.
F:-. riay-resu)t.-in duplication Of, e,ffort-s-:in-stocking of -
materials since -.each inventbrv manaPr may stock like items
under different numbers,
G. Current policies and r)rocedmres which could be carried
over to CLAS intact will reQuire extensive changes.
DI, may lose nartial control ever system since each
inventory manage,- will be assigning their own numbers.
I. Fu 1 extent of ramifications will e known until
system h;=i.s been used over rn extended neriod of time and
changes may be more difficult and costv at that time.
. While- some customersmay:be -.comfortable with .part numbers:,
-
SD is responsible for orocessing of all requests for Materiels.
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V. Proposed part number approach will create serious problems
for SD and-customers:due to AUpliCatian..6f-Model and/or part
numbers. The same part number may be used by sevetal different
manufactures for totally different items.
A. ICS part number file provides numerous cases where
there are multiple FSNs for a single part number. For
example
1., Part number M3.
a. FSS - over 50 FSNs.
b. ICS - three: photo flash lamp, binoculars,
and map tacks. 4
B. T'13 can only be used once as the file key.
1. Chance of getting right item on first try, one in
three.
2. Hit on first try - research complete.
3. miss on first try - start from beginning - extra
work.
C. Miss on first try will be more the rule than the'
exception.
D. Some part numbers from the same vendor apply to more
than one 'SN. For?example:
. -
?art nuMber.75PC-02T.
a. This part number is readily identifiable
most Or and OTT tech,.
by
b. Item is a wang Pr which OC and CIT call an
Intelligent Comunications Terminal (ICT).
o. Part number also identifie,s two other
' PCs, with dil:i'lec,.?nt cohfihilrations, in'
stock under dldcferen
d. Since only one (..) the three can be
with the file key 75PC-0.2T, you May or may .not
.receive the item' youwant when felying on part .
-number _alone7.-? ?
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E. Part numbers such as M3, 75PC-02T,or PRT-205 will only
mean something to an extremely small select group of
,customers.
1. Part numbers will mean nothing to vast majority of
OL's customers or careerist.
2. Part numbers such as DESK1, CITAIR2, XYZ, etcetera
will not reduce research time as More detailed info
? such as size, color, etal is required.
3. Use of the part nnumber as the file key will
actually increase research time for most customers.
F. Use of part numbers by various inientory managers' may
result in unnecessary duplication of materiels in stock.
1. Similar items, fire extinguishers, desks, radios,
etal under various inventory managers' unique numbers
can result in duplication of efforts and overstocking.
2. Unique numbers may reduce availability of
materiels between component allocations.
a. If you don't know it's there, you can't draw
it out.
3. May prevent OL from combining similar requirements
in.a general allocation for all to draw from.
? 4. Could have a detrimental effect by depletino
.and LQC.'s available. st.orage,.space.
VI. How is research conducted using part numbers?
A,
Under the FSN system.
1. Part number is checked against the part number
file.
2. If number cannot be found in the part number?fjle,
a check of the alpha description file may provide an
answer.
If multiple FSNs are involved.
a. Desctiption'proVided for each 'SN is reviewed..
b. Correct item selected.
C. Order placed.
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B. Under the proposed System.
. An,item may or may.no.t.be.listed by part -nunber'as
the file key.
2. If the part number is used as the file key, it may -
or may not be the item the customer needs.
' 3. Where sfiould the customer start?
a. Assume the customer will go through the
standard research procedures used under the
present system after trying hit of miss using the
part number'.
4. Standardized numbering techni,ques (FSN) and
standardized cataloging procedure) must be used.
Otherwise, constant cataloging frustrations will
develop in trying to please each customer who wants a
part number established for their activity.
VII. FSN provides valuable information.
A. Group and Class used by knowledgeable Logistics
Officers as well as generation of reports from automated
systems.
B. Data Fields can be provided for Group and Class.
1. Fields must be mandatory.
a. May not be used unless mandator..
b. Will require-additional data
C.. Other element of FSN- is of...value to the Log Officer in
the field.
I. Letters such as "P", "W" provide
valuable data.
a. ftem received with FSN annotated on pacing
(1). Log Officer knows immediately if FSS,
Headquarters stock, or Agency peculiar item.
2. Part number such as .XYZ does not proVide'any?
usable data.
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D. FaNs is used in correspondence.
1. _Good -FS-Ns can identify specific
2. Hqs assigned FSNs indicate no valid FSN.
3. FSN and Federal Classification Guide will identify
type of materiel being discussed.
VIII. Agency should conform to Federal Standards.
A. Agency is part of the Federal Government.
B. Subject to Federal Regulations.
C. Should, where possible, conform to FederalStandards.
D. Agency part of FSS.
E. Agency relies heavily on the FSS to establish, control,
and delete items in a worldwide Federal system.
IX.
1. FSS operates on the FSN concept.
2. Must use FSN in all transactions with the FSS.
F. Part number concept would result in maintaining tW1,
very different numbering systems for the same file key.
A few "What if Examples".
A. What if scenario "A".
1. ..An OC. engineer heeds a'Standard 3/4 inch conduit
connector.
2. He knows the connector is made by Thomas and Betts
and is carried in a commercial catalog as part number
T&B-123,
STAT
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3. He tries to locate the item in the system.
a. He tries T&B-123. No such item.
b. He tries T8,2123. No such item.
c. He tries TB123. Again, no such item.
d. He gives it one last try with T2-123. Same
result.
4. He orders the item through. Procurement.
5, If he had not relied so heavily on the part number
and researched the item properly, he would have found:
a. Item is in stock under al/Steel City part
number.
b. Stock item less costly than procured item..
c. Deliver time considerably less than procured
item.
6. Procurement was tasked to make an unnecessary
purchase.
B. What if scenario "B".
b.. What happens when one customer wants to use a
number for his .item and another customer wants to use
the same number for something else?.
2. OC has an 'item established -in their allocated'
inventory called.a P55-7.
3. OTS comes up with a totally different item which
they also call a P55-7.
4. OC's item is carried in stock using 555-7 as the
file key.
5. An OTS engineer loos in the system and spots
55-7 which he needsfor a priority operation in.
Bangkok.
6. He enters his request into the system.
7. The Materiel is flashed through. packing .and.
shipped on the next available flight.
8. Result -.Wrong materiel received in field even
though correct part number ordered .and an operational
opportunity missed.
read'y 'establ'iShed L F.Sg8. ?
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C. What if scenario "C".
1. See attached message.
a. Confusion exist today when we have a standard
numbering system.
b. Problem will be compounded When no one has
any idea as to which number an item will be
stocked under.
XI. Final analysis.
A. Part number should be used asa Terence, not aS a
file key.
1. Part number or any other cross-reference data can
be placed in a reference table. This will.:
a. Provide customers quick easy access to the
FSN.
b. Allow use of single standardized numbering
system.
c. In most cases, save research _time and-ef-for4s...,
B. FSN should be retained as the file key.
C. Standard cataloging poli.cies.and procedures should be
.retained.
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5 FEB 1338
MEMORANDUM FOR: Chief, Information and Management Support
Staff, OL
FROM:
Chief, Supply Division, OL
SUBJECT: Proposed Procedural Changes Under CLAS
REFERENCE:
Memorandum for C/SD from CLAS/IMSS, dated
1 Feb 88, Subject: Comments on the Part
Number Concept
1. Supply Division (SD) personnel are fully committed to
ensuring the success of CLAS and are willing to do whatever is
necessary to adapt to the new system. -There are numerous areas
which will necessitate change and SD personnel are ready,
willing and able to assist in the development of procedures to
cope with any foreseen changes or problems. However,
unnecessary change should be avoided and in this regard, SD
would like to voice its opposition to the Stock/Part Number
concept proposed by the Commercial Logistics Applications
System (CLAS) team.
2. SD personnel have discussed this concept with several
members of the CLAS team. While the team has logical workable
solutions to circumvent most of our objections, we still feel
this is an unnecessary change and object to the concept. Our
rationale follows,: the central Intelligence Agency is part of
the Federal Government and depends on the Federal Supply System
for support. The fact that only a third of the items in the
Agency supply system have good Federal Stock Numbers (FSN) is
immaterial. The FSN has a formal structure which provides
information to system users. Granted, the value of this
information depends on the experience of the user. Of more
importance is the formal structure of the FSN which provides a
standardized approach to item identification. To maintain
order within the supply system, two things are required: a
central pOint of control, and a structured numbering system.
To allow inventory managers to randomly assign alpha numeric
codes for part/stock numbers without some type of standardized
STAT
CONFIDENTIAL
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%-unr?unviii-IL
.SIWECT: Proposed :procedural Changes Under CLAS
basis could result in total havoc. SD has overall responsibility
for maintaining the integrity of the Agency's Inventory Control
System. SD, with a central point of control and _a standardized
numbering system, has problems which will be greatly compounded
under the proposed concept. To allow individual inventory
managers to establish their own system of stock numbers within.
the overall system without some common rationale basis will
result in disorganization, confusion, and unpredictable result.
3. The FSN is a tried and proven staalardized approach which
works well and SD recommends this system be mandatory under
CLAS.. Also, to maintain uniformity in the system, ensure Federal
cataloging standards are followed, prevent duplication of stock
numbers, decrease the possibility of commercial items being
stocked when an equivalent Federal Supply item is available, and
reduce the likelihood of like items being carried under several
stock numbers, SD should continue to retain responsibility for
cataloging and stock number assignments.
4. Any questions regarding this matter should be referred to
2
CONFIDENTIAL:
STAT
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SUBJECT: Proposed Procedural Changes Under CLAS
OL/SD/SMBy
Distribution:
Orig - Addressee(s)
1 - OL/.SD/S!1B Official
1 - C/DCB/SD/OL
1 - C/MD/SD/OL
1 - c/LOC/SD/OL
1 - CjSD/OL
1 - OL/SD/SMB Chrono
1 - OL Reader
5 February I988
CONFIDENTIAL
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