STUDY AND RECOMMENDATIONS: USE OF AIM - WANG SYSTEMS IN O/DDA

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-01078R000100090001-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 46
• Document Creation Date: December 23, 2016
• Document Release Date: November 14, 2011
• Sequence Number: 1
• Publication Date: October 4, 1984
• Content Type: REPORT

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The Consulting and Assistance Group (C&AG) conducted a study for the Office
of the Deputy Director for Administration (ODDA) to analyze current
communications methods and facilities, and to propose improved
communications through automation. Representatives of each ODDA staff
function were interviewed to determine their current requirements.
Advantages and disadvantages of three office automation techniques (AIM,
Wang and HBWP) were evaluated for each identified communication. The
short-to-long term growth and expansion was considered. in developing the
recommendations,
In the final analysis, communications within the ODDA and to and from ODDA
components could be greatly expedited through increased use of existing
automated facilities.
A summary of the 13 recommendations derived from the findings and analysis
of this study is outlined below. Details of these recommendations are
addressed in Section IV of the study.
ADMINISTRATIVE INTERNAL USE ONLY
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To effect the recommendations in the ODDA, C&AG will:
o Assist in procuring six Delta Data terminals
o Present AIM/VM training to ODDA Staff
o Assist the ODDA system administrator in obtaining AIM access for ODDA Staff
o Present Wang/VM Interface telecommunication training to ODDA Wang users and
assist Offices in acquiring the Wang/VM communication facilities
o Modify memoranda format models on AIM
o Create a correspondence tickler file model on AIM for the front office of the
ODDA
o Assist the Safety Staff in submitting their requirements to ODP/MISG
o Create AIM models to control and reserve space in internal training courses for
Career Management Staff
o Create Rotational Assignment models on AIM for the Career Management Staff
o Create Position Vacancy AIM models and Wang glossaries for the Career
Management Staff
o Create AIM models and modify VM programs for ODDA's front office Weekly
Reports
o Create AIM models and Wang glossaries for Budget and Finance reports for the
Management Staff
o Assist in planning for the acquisition of a Wang Alliance to replace the Wang
7525 system.
ADMINISTRATIVE INTERNAL USE ONLY
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Study of Communications and Automated Facilities
in the
Office of the Deputy Director for Administration
Prepared by:
Consulting Services Branch
Consulting and Assistance Group
Office of Data Processing
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II. FINDINGS AND ANALYSIS . . . . . . . . . . . . . . . . . . . 2
A. Background . . . . . . . . . . . . . . . . . . . . . . . 2
B. Directorate Staff Communications . . . . . . . . . . . . 3
Career Management Staff
Management Staff
Special Support Assistant
Registry
Safety
C. Available Automated Facilities . . . . . . . . . . . . . 11
Wang Word Processor
Host Based Word Processor
Automatic Information Management
III. PROBLEM DEFINITION AND ALTERNATIVE SOLUTION . . . . . . . . 16
A. Application of Automated Systems . . . . . . . . . . . . 16
B. Utilization of Automated Facilities . . . . . . . . . . 17
Underutilization
Potential Overutilization
C. Training . . . . . . . . . . . . . . . . . . . . . . . . 24
IV. RECOMMENDATIONS . . . . . . . . . . . . . . . . . . . . . . 25
1. Procurement of Delta Data Terminals . . . . . . . . . . 26
2. AIM/VM Training . . . . . . . . . . . . . . . . . . . . 27
3. Wang/VM Interface . . . . . . . . . . . . . . . . . . . 28
4. AIM Access . . . . . . . . . . . . . . . . . . . . . . . 28
5. Memoranda Format - AIM . . . . . . . . . . . . . . . . . 29
6. Correspondence Tickler - AIM . . . . . . . . . . . . . . 29
7. Safety Staff Requirements . . . . . . . . . . . . . . . 30
8. Reserved Space for Internal Training - AIM . . . . . . . 30
9. Rotational Assignment - AIM . . . . . . . . . . . . . . 31
10. Position Vacancy - Wang and AIM . . . . . . . . . . . . 31
11. Weekly Report - AIM . . . . . . . . . . . . . . . . . . 32
12. Budget and Finance Requirements - AIM, Wang,
Cuechart . . . . . . . . . . . . . . . . . . . . . . . 33
13. Wang Alliance . . . . . . . . . . . . . . . . . . . . . 34
ATTACHMENT A: Office Automation Facilities . . . . . . . . . . 35
ATTACHMENT B: Training Requirements . . . . . . . . . . . . . 36
APPENDIX I: Guidelines for Wang System Administrator
APPENDIX II: Computer Requirements of the Safety Staff
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October 4, 1984
The purpose of this study is to recommend automated tools and
techniques which will improve efficient and effective communications
within the Office of the Deputy Director for Administration (ODDA).
Objectives of this study are to:
o Analyze the current communications within the ODDA and its staffs
o Propose interactive communication mechanisms that can be expanded
to DDA Offices located outside headquarters
This report presents a description of the ODDA organization;
describes findings and analysis of current communications and
automated facilities; defines current problems and alternatives; and
recommends areas for improved communications through automation.
Those communications judged to be most pervasive or to have the
greatest impact are addressed in this paper.
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II. FINDINGS AND ANALYSIS
A. BACKGROUND
The Directorate of Administration (DDA) is one of four
Directorates in the Agency. This Directorate is comprised of a
Deputy Director (DDA), an Associate Deputy Director (ADDA), an
Executive Officer (EXO), nine Offices, and a Directorate Staff.
The Offices are Office of Communications, Office of Data
Processing, Office of Finance, Office of Information Services,
Office of Logistics, Office of Medical Services, Office of
Personnel, Office of Security, and Office of Training and
Education. Functions of these Offices are directly associated
as their names imply. Staff functions are designated as Career
Management Staff, Management Staff, Special Support Assistant,
Registry, and Safety staff.
To determine the current communication requirements, interviews
were conducted. Findings of the interviews and the analysis of
the available automated facilities are described in this
section.
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STAT
STAT
STAT
CAREER MANAGEMENT STAFF
October 4, 1984
The Career Management Staff (CMS) provides guidance to the DDA
regarding personnel matters that affect the Directorate;
provides policies and procedures on Management Generalist (MG)
Careerists; coordinates training and assignments; and supports
evaluation and promotion panels and boards. CMS is allocated
administrative support.
positions; are professional and E:1 are
The personnel functions in CMS include, but are not limited to,
rotational assignments of MG Careerists, vacancy notice and
selection processes, and competitive ranking of MG Careerists
and other selected positions in the DDA. To disseminate
personnel information these functions require communications
with Support Officers in the DDA Offices and those in field
stations. Rotational assignments are monitored based on the
term of the assignment. On the average, persons are
assigned on rotation from the MG Careerists in the DDA. As
the rotation term approaches a roster of projected rotational
slots is prepared and options are made available to extend the
assignment, to rotate into a vacated slot, or return to the
"home" base. Based upon the option to be exercised rotational
allocations are prepared from which candidates are selected by
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a board and the rotational assignment process is culminated.
Cables are used to send information to foreign locations.
Memoranda and prepared forms are used to notify the Support
Officers in domestic locations as well as to notify the Career
Board.
To announce vacancies as they occur and to make selections for
positions within the jurisdiction of CMS the following manual
procedures are required: vacancy announcements are prepared
and circulated; applications are acknowledged; applicant
summaries are prepared and sent to a panel for review; and
candidates are ranked and selected for further consideration
and final selection. The annual grade ranking of MG Careerists
provides the means for staff to be considered for potential
advancement. Staff rosters reflecting personnel and related
information are manually prepared and provided to the Career
Board for review and categorization.
The training functions involve managing internal and external
educational curriculum for the DDA staff. To reserve space in
internal training courses procedures require that CMS
coordinate with the Office of Training and Education (OTE) and
with the Training Officers in the Offices. OTE provides the
course schedules which include course names, dates, and sizes.
CMS equitably determines the number of slots to be allocated to
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each office. Although allocations are made annually, the
courses are offered throughout the year requiring approximately
432 transactions (12 courses with 6 seats allocated per course
and 6 runnings of each course). External training information
is recorded and maintained by program title of course and by
name of nominee. Since external training is funded primarily
by the Offices, CMS acts as the coordinator between the Offices
and OTE. Approval and program registration are handled by
OTE's External Training Board. Nominations for external
training sponsored by the Agency Training Selection Board are
made through CMS.
Much of the information used by this staff is available through
the Agency's automated personnel systems (PERSIGN and PRIM).
Training data are available on a training database system, the
Generalized Information Management Systems (GIMS). Although
several CMS individuals have user identifications (userids) and
passwords for access to these systems, few have used them.
MANAGEMENT STAFF
Management Staff (MS) is comprised of three distinct staff
functions: Finance and Budget, Planning, and Information
Control. Finance and Budget personnel provides guidance on the
preparation of Directorate program budgets and acts as
budgetary liaison with the Office of the Comptroller and the
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DDA Offices. Planning personnel performs Directorate level
planning activities in areas such as information handling and
emergency planning; and acts as AIM and Wang administrators for
the ODDA. The Information Control Officer monitors the Freedom
of Information Act and Privacy Act activities, serves as
Directorate Records Management Office and is the Automated Data
Processing (ADP) Control Officer. MS is allocated seven
positions; five are professional and two are administrative
support.
The Finance and Budget functions in MS require extensive
interaction with the Offices in order to obtain budgetary and
statistical data. This interaction takes many forms such as
memoranda, reports, briefings, automated systems messages, and
telephonic communications.
For example, there is a monthly request from the Comptroller
requiring the status of Directorate resources. This requested
information is then communicated to the DDA Offices which, in
turn, must provide the information to MS for consolidated
reporting to the Comptroller. The information is tabulated,
edited, and combined into one report. Because of short
deadlines, cut and paste methods are used to combine the
information received from the DDA Offices into a memorandum.
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Briefings, automated messages, and telephonic communications
are used for exchange of information between the Offices, MS
and the Comptroller.
Planning functions include, but are not limited to, quarterly
reviews, requests and guidance in long range planning, and the
emergency preparedness of the DDA Offices. As system
administrator for both the Automatic Information Management
(AIM) system and the Wang system, MS ensures the accuracy of
AIM access when staff changes are made and ensures the
integrity of Wang files by periodically backing-up the system.
The Information Control functions in MS include the use of a
GIMS database. This database contains Information Privacy Act
grievances and related decisions. For the most part,
communications involving this staff include hearings and face
to face interactions.
SPECIAL SUPPORT ASSISTANT
The Special Support Assistant (SSA) staff provides for
resolution of problems and coordination of mutual concerns in
support of both the Directorate of Administration and the
Directorate of Operations. SSA staff is allocated more than
six positions; two are administrative support and the remainder
are professionals.
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STAT
October 4, 1984
The SSA functions involve coordination with the Support
Officers in all Directorates regarding administrative matters.
When information is originated by an office that impacts other
Directorates, the information is sent to SSA to obtain
concurrence by the Support Officers in the other
Directorates/Offices. When Support Officers are located
outside Headquarters, the information must be communicated via
telephone. This requires that the cables, some as long as 10
pages, be read by SSA staff to the Support Officers. Support
Officers located at Headquarters usually walk to the SSA's
office to read the cables.
In addition, non-domestic travel allowances and travel orders
are sent to SSA staff for approval and coordination. This
activity requires extensive interaction with various Offices,
often on an immediate basis.
REGISTRY
The Registry provides for distribution of material, controls
records and correspondence for the DDA, and provides for
printer and file maintenance and for record security. The
Registry is allocated two administrative support positions.
The Registry records and controls all incoming correspondence
addressed to the ODDA. Each piece of correspondence is
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ADMINISTRATIVE INTERNAL USE ONLY
October 4?, 1984
numbered and logged into a Generalized Information Management
System (GINS) database identified by the acronym DDAREG. This
is an interim system pending implementation of an Agency-wide
compartmented registry system that is currently in the
developmental stage. This system is labeled TRIS (The Registry
Information System) and is being designed to control
correspondence records from the time they enter the system
until they are ready for the archives. After correspondence is
recorded in DDAREG, any subsequent outgoing or incoming
material that results is traceable via a unique numbering and
controlling process. Information recorded in DDAREG includes:
document number and date, date received, subject, routing (to
and from), classification and copies. During June 1984,
approximately 495 pieces of correspondence were logged into the
DDAREG system.
Acting as a point of distribution, messenger mail and courier
services are funneled through the Registry three times daily.
A Pneumatic Tube System is used to convey mail to and from DDA
Offices housed at Headquarters.
Correspondence addressed by name to ODDA staff (MS, CMS and
SSA) is not included routinely in DDAREG. Therefore, if
information is directed to a staff person as well as to the
ODDA, responses could be duplicated. Conversely, information
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directed to staff persons may not receive the responses it
In addition, Registry maintains the storage and filing of
records and is custodian of both a Xerox 2700 printer and a
copier.
SAFETY
The Safety Staff is responsible for the Agency's occupational
safety, health and fire prevention programs worldwide. This
staff is allocated eleven positions; nine are professional and
three are administrative support.
The Safety Staff facilitates the inspection and collection of
data on injury, illness, accident and fire claims. Quarterly
reports, compiled by injury type, are sent to the Safety
Officers throughout the Agency.
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Office automation facilities available in the ODDA may be
considered in three fundamental categories: Wang word
processor, Host Based Word Processor (HBWP), and Automatic
Information Management (AIM). Attachment A lists, by
Directorate and Office, the automated facilities in the ODDA.
WANG WORD PROCESSOR
The Wang 7525 Word Processing System is installed in the ODDA.
It is a shared-resource, multi-terminal word processor system
with seven workstations and three printers connected to a
system disk (hard disk). This hard disk stores up to 5 million
characters. The telecommunications option is installed on this
system to effect transmissions through the Agency's central
processing complex to other communicating Wang systems and to
VM users. This system also includes a single diskette drive
for offline storage of documents. The diskette contains up to
300,000 characters or 120 pages of text.
Each work station screen displays 80 character line length and
24 lines of text, and scrolls horizontally up to 158
characters. User identification and passwords are not required
to use the system. However, documents may be password
protected by the user to provide confidentiality.
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This system provides the basic word processing features of an
electronically controlled visual text processor that allows
documents to be created, edited, or printed.
Unit equipment costs (purchase price) to the Agency for the
Wang 7525 system are as follows:
CPU - Hard Disk
$ 6,563
Workstation
2,730
Printer
3,675
External Communication
Controller (TCB)
1,785
Interface Adapter
350
Total
$ 15,103
Monthly Maintenance Cost
$ 291.71
HOST BASED WORD PROCESSOR
The Host Based Word Processor (HBWP) is a shared-logic, multi-
terminal word processor that resides on the VM system. It
shares the logic, storage, and peripherals of VM. Thus, HBWP
provides extensive control logic and edit capabilities as well
as large on-line memory and storage capacities. Text is
stored, searched and retrieved as multi-page documents,
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maintaining page format and pagination throughout a number of
updates and revisions. Printing can be performed on various
high speed printers while text is being keyed or edited.
HBWP is designed for use with the Delta Data 7260T and 8260T
terminals that are installed in the DDA. The keyboard of the
Delta Data is similar to a conventional typewriter, but it
performs programmed functions as designated for use in the WP
environment. Each Delta Data screen displays 80 character line
length and 27 lines of text. User identifications and
passwords are required to access documents residing on the
system.
HBWP uses menus to perform many of its functions.
Additionally, the built-in capabilities of the Delta Data
terminals are used to perform editing functions. These
functions include inserting and deleting text, copying and
moving blocks of text, automatically locating and replacing
words or groups of words, and performing spell verification.
The menus provide up to six choices at the bottom of the screen
that correspond to the specific functions on the Delta Data or
to other functions available.
Shared-logic systems not only share the logic but also share
the cost of the central processor. Word processing power that
may be cost-prohibitive on other systems becomes more viable
when the cost is spread over a number of terminals.
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The unit cost for the Delta Data terminal, version 8260T, is
$2,995.
AUTOMATIC INFORMATION MANAGEMENT
Automatic Information Management (AIM), an electronic mail
system that resides on the general time-sharing VM system, is
designed for use with Delta Data terminals as a general-purpose
facility. The AIM system provides for creating, editing,
sending, receiving, and filing documents electronically.
Documents that are created or received may be filed in folders
similar to procedures used in an office. Folders may be
privately owned or shared by other AIM users who have access
privileges.
As in an office environment, AIM places all documents received
into the Inbox folder of the receiver and informs the receiver
when incoming electronic mail has not been seen. AIM also
places documents sent in the Outbox folder of the sender.
AIM allows functions to be tailored for a specific user or
group of users through Alias, Calendar, and Model folders.
These folders may be established and maintained for a group or
groups. For example, when a committee chairman routinely must
distribute information to all committee members, it can be sent
with a single command using an Alias.
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The HBWP system is available in AIM and is distinguished by the
acronym AIM/WP. It is designed so that an AIM users, using a
Delta Data terminal, can perform the same word processing
functions as described for the HBWP. For clarification, AIM/WP
will be referenced hereafter.
AIM users also can receive documents directly from Wang work
stations using the telecommunication capabilities previously
discussed.
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III. PROBLEM DEFINITION AND ALTERNATIVE SOLUTION
A. APPLICATION OF AUTOMATED SYSTEMS
The basic word processing functions on both the Wang and AIM/WP
are similar but present viable trade-offs for the communication
needs in the ODDA. In comparison, Wang is designed primarily
for word processing and as such is key-stroke driven, whereas,
VM/AIM/WP system via the Delta Data is function driven. The
Wang system is independent with limited expansion capabilities.
However, where financial data are to be formatted, the column
and row features of the Wang system is most desirable. On the
other hand, AIM/WP is dependent on the central processor, which
makes it vulnerable to VM system failures but flexible and
adaptable to VM system expansion. A primary advantage of
AIM/WP as compared to Wang is the capability to print documents
while performing text processing.
To facilitate the communications described herein, the Model
and Alias features in AIM should be established for use. Use
of AIM will allow access to the VM/AIM system in any location
where a Delta Data terminal exists. For example, when
attending meetings away from Headquarters and it become
necessary to contact several Offices, the AIM facility is most
useful. Instead of telephoning each Office, one AIM message
will suffice.
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The utilization of automated facilities in the ODDA may be
contrasted as "underutilized" for communications that could be
automated but are not, and "overutilized" for equipment that is
operating at or near efficiency capacity.
UNDERUTILIZATION
Described below are the types of communications, the advantages
offered by automation, and the facilities suitable for
achieving an automated environment.
The Weekly Reports gathered from the nine Offices by varying
media are retyped for consolidation into a combined Directorate
report. They may be modified by the EXO, ADDA, and DDA. These
reports have deadlines at each processing stage which make last
minutes changes. difficult. One advantage of automation is that
electronic transmission of the weekly report eliminates the
need to rekey data, and thereby reduces the chance of error.
It also will allow concurrent and immediate access for
modification and will permit merging of documents for
consolidated reports. The AIM `,facility appears to be most
suitable for this application because these reports are usually
prepared by managers for managers. Decision-making may occur
during the formulation or modification of the information
contained in the report.
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The Rotational Assignments and Reserve Space for Internal
Training activities in Career Management Staff are primarily
manual processes used to control, prepare and rearrange
personnel lists. Automation will permit unique text
manipulation tasks such as rearranging a rotational vacancy
from open to close. Since this is an annual process, the
storage and retrieval features of the automation provide added
advantages. The calendar and model features in AIM will
provide control, data recall, document modifications, and
routing. AIM/WP can also be used.
The Position Vacancy activity in the Career Management Staff is
a time consuming manual process requiring the use of several
internally formatted forms. The steps involved in this task
are numerous. Automation of this activity will provide for
entry and storage of application data as it is received and for
its immediate retrieval, as needed. Automation also will
provide traceability of applicant information as it relates to
the announced vacancies. The use of the Wang glossary or
AIM/WP model capability will allow repetitive text, such as the
preformatted forms design, to be entered into the system, then
recalled and inserted into a document with few key strokes.
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The Management Staff activities involving the status of
Directorate resources are so complex that they require several
edits. Information, such as statistical columns, tend to be
difficult to format and to edit prior to keying. Because of
short deadline requirements and difficulties of compiling
financial documents, hastily assembled documents result.
Financial data must be gathered from the nine Offices as well
as from computer-generated listings. Information from computer
listings must first be edited, retyped into a document and
corrected. Last minute changes are a common problem, resulting
in corrections, cutting and pasting. Time is spent creating
charts and graphs and performing mathematical calculations that
could be spent on other tasks.
Currently, some of these documents are prepared on the Wang
system, which is geared to create, edit, store and retrieve
financial data. Use of the Wang system facilitates numerical
input and allows number alignment automatically according to
decimal position as data are entered. Wide documents are easy
to set up with the horizontal scroll feature that allows for
extra wide format. Other operations, such as column editing,
are also performed. Although Wang features are used by MS, the
data are entered from raw, handwritten information that has
been extracted from other automated sources. Financial data
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October 4, 1984
from Offices will need to be made compatible for electronic
transmission. Procedures could be made to automatically
extract data from those sources that are already automated.
The Cable Coordination activity in the Special Support
Assistant Staff is tedious and pressure oriented. The reading
via telephone of a 10 page cable requires two persons to convey
information for an inordinate amount of time. The accuracy of
and security of conveying information in this manner is
doubtful. The AIM system, which is accessible to all Agency
Directorates, is the vehicle most suitable for this level of
communication. Where an alternative to the use of AIM is
desired, the communicating Wang system will suffice.
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POTENTIAL OVERUTILIZATION
October 4, 1984
The Wang 7525 system is operating at approximately 36% of its
capacity. This percentage varies according to the frequency
with which the system is archived to floppy disks. With the
recent increase in the number of work stations the system, it
is anticipated that the utilization percentage will increase
significantly. Although Wang Company literature states that up
to 14 work stations and printers can be connected to a 7525
system, Wang representatives recommend a configuration of five
to six work stations and two to three printers for maximum
operating efficiency.
To obviate system problems and the potential inability of the
7525 system to process the work in the ODDA efficiently,
consideration should be given to up-grading the system to a
Wang Alliance. The Alliance system has the same capabilities
as the 7525 system as well as more advanced word processing
features. Some word processing enhancements available on the
Alliance include multiple libraries, system security, document
retrieval and filing capabilities. As a desirable security
feature, a user identification and password must be entered to
access the system.
The Alliance configuration consists of a central processing
unit (CPU), disk drives, work stations and printers. Wang
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ADMINISTRATIVE INTERNAL USE ONLY
October 4, 1984
representatives recommend that 24 work stations, at a maximum,
be attached to a CPU. The units of equipment that would be
needed for the Alliance system and their costs are:
CPU
2 Disk Drive @ 8,400
TC Board
5,250
16,800
1,500
Total $ 23,550
Monthly Maintenance $ 662.14
In the long term this option may be feasible even at the
additional maintenance cost of $330.43 ($662.14 minus $291.11).
New work stations would not be required. The work stations
attached to the 7525 system are also operational with the
Alliance system.
Although the CPU for the Alliance requires twice the space,
provisions to accommodate the equipment will prove beneficial
in the long term. For example, should the Alliance CPU be
located in the filing area where the 7525 system is currently
located, crowded conditions would exist. However, the filing
of hardcopy documents will in all probability diminish with
greater utilization of automated facilities, thereby relieving
the crowded conditions. On the other hand, the Alliance
requires enviromental conditions conducive to its operating
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efficiency. The Alliance also needs the commitment and
designation of a system administrator whose primary
responsibility is that of system maintenance. (Refer to
Appendix I.)
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October 4, 1984
The installation of automated systems requires user training.
The objectives of such training are to:
o Familiarize ODDA personnel with the capabilities of the
automated system and to understand the information storage,
software and linkage capacities
o Familiarize ODDA personnel with the basic understanding of
what the automated system can or should do, and with an
understanding of the system as a tool for operation and
control purposes
o Provide ODDA personnel detailed understanding of the
techniques, methods and procedures for interacting with the
system.
It was observed that senior-level ODDA personnel relate more
effectively to one-on-one training. It seems important to
ensure that the system is operational and the data loaded
before introducing senior level staff to the system.
Using the above guidelines, a Training Requirements Matrix was
developed based on the responses obtained during the interview
process. The matrix is appended herein as Attachment B.
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October 4, 1984
The recommendations set forth below represent our assessment of the
tasks where the most benefit will be obtained. They reflect current
requirements of the ODDA including considerations of:
o Need
o Benefit
o Dependency
o Cost of Equipment
o Time Frame
Thirteen recommendations are offered for consideration. The
recommendations are listed chronologically, commencing with those
tasks that can be undertaken by staff of the Consulting and
Assistance Group (C&AG) immediately following acceptance of this
study. Time frames for completion of each task is scheduled from
the initial date of acceptance. Where cost or dependency is an
issue affecting the recommendation, it is addressed accordingly.
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October 4, 1984
C&AG will assist the ODDA in acquiring six Delta Data
terminals. It is recommended that Delta Data terminals be
provided to selected professional personnel on an as needed
basis. In each of the five functional areas of ODDA a
professional should have a terminal at her/his desk. The five
functional areas are personnel and training in the Career
Management Staff, finance/budget and planning in the Management
Staff, and the Special Support Assistant staff. With terminals
placed on some desk tops and not others, the benefit of
applying automated facilities will become evident. Where
applicable, the terminals should replace any existing
typewriters that are at the desk of the selected professionals.
The sixth Delta Data terminal should be provided in a centrally
located site in the front office of the ODDA to allow greater
flexibility of resources.
From the date of terminal site survey, installation is expected
within 60 to 90 days.
is expected to be $17,970.00.
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C&AG will present the AIM/VM tutorial to the 16 personnel who
indicated desire for such training as indicated in Attachment
B. It provides the basis for using the AIM facility and is
considered a precursor to the formal AIM course offered by OTE.
This tutorial will be tailored to meet the availability
schedules of personnel and will be presented to individuals and
to small groups on site within the ODDA area.
As an option to the tutorial, C&AG will provide AIM computer
based training via Apple II. This method of training will
allow persons to become familiar with AIM on an individual
self-paced basis. The Apple II is available in the ODP
Information Center or can be made available in an area location
of ODDA.
These training methods are beneficial because they provide a
basic understanding of the subject matter for personnel who are
awaiting the formal training from OTE. Since these training
techniques are tailored to individual needs, the training will
be a continuous effort as need arises. C&AG will coordinate
the training to coincide with installation of the Delta Data
terminals in order to provide hands-on sessions.
October 4, 1984
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October 4, 1984
3. WANG/VM INTERFACE 11
C&AG will present Wang/VM Interface tutorial to the 11 Wang
users in the ODDA who indicated the desire for training. The
tutorial includes procedures to be followed for transmitting
documents from Wang to VM/AIM, VM to Wang and Wang to Wang.
This tutorial was provided to Management Staff in the ODDA when
the telecommunication feature was initially installed. With
the acquisition of additional work stations, the tutorial will
be presented for new users. Telecommunications of Wang to VM,
Wang to VM/AIM, and Wang to VM high speed printers allow
adaptability and flexibility of production. Upon receipt of
the Wang work station in SSA on the 6th floor, C&AG will
arrange an another presentation to the designated SSA
personnel.
These presentations are scheduled for one to two hours and will
be arranged in accordance with personnel needs.
C&AG will assist the ODDA AIM administrator in ensuring that
all ODDA personnel are given AIM access and in establishing a
group Alias for intra-office communications, etc. AIM access
is especially beneficial to senior level administrative staff
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STAT
October 4, 1984
as it allows them to reach users throughout the Agency
expeditiously.
Completion of this task is expected to require 1 week.
5. MEMORANDA FORMAT - AIM
C&AG will modify the memorandum models on AIM to duplicate
those memoranda depicted in
figures 10-15, and will
modify the memoranda in the Wang Glossary, as needed. This
will permit the secretaries to call-up models and glossaries to
create memoranda. Advantages of using models and glossaries
are twofold; an ease of use, and a more consistent format for
creating standard memoranda.
Completion of this task is expected to require 2 weeks.
6. CORRESPONDENCE TICKLER - AIM
C&AG will assist the ODDA secretary in creating a calendar on
AIM for use as an automatic suspense file of incoming
correspondence that requires a reply within a specified period.
This activity currently is controlled manually. By providing
an automatic reminder of action to be taken on a given day, the
calendar feature eliminates need for a paper file.
Completion of this task is expected to require 2 weeks.
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C&AG will assist the Safety Staff in preparing a Computer
Request Form to accommodate their requirements. The Safety
Staff anticipates the need for future expansion as indicated in
the attached Memorandum for the Record, Subject: Future
Computer Requirements of the Safety Staff. (Refer to Appendix
II.) A Wang Alliance system, consisting of five work stations
and two printers, is currently installed in the office. For
the communication requirements of these personnel, the Alliance
appears to be adequate at this time. Although their other
requirements warrant consideration, they are beyond the realm
of this study.
Based upon information contained in the above referenced
memorandum, it is expected that this task will require 3 weeks.
8. RESERVED SPACE FOR INTERNAL TRAINING - AIM
C&AG will assist in establishing a calendar and building models
on AIM that the Career Management Staff can use to schedule
internal training courses and to record the assignment of
individuals to courses. Implementation of the calendar and
models will reduce valuable staff time spent handling paper
listings and document files.
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It is estimated that this activity will be completed in 6
weeks.
C&AG will assist in establishing a calendar on AIM to trace
impending termination dates of rotational assignments.
Although this is an annual process, a sequence of events must
occur that will be annotated accordingly on the calendar for
automatic recall. In conjunction with the calendar, C&AG will
build models so that Career Management Staff can prepare
assignment rosters. These rosters then can be used by CMS for
dissemination to assignees and for control of responses. To
ensure timeliness of the various deadlines required to effect
rotational assignments, automation is a distinct advantage.
It is expected that this activity will be completed in 9 weeks.
10. POSITION VACANCY - WANG AND AIM
C&AG will assist the Career Management Staff in developing
Position Vacancy Notice procedures. These procedures will
include establishing AIM folders and Wang glossaries for use by
Career Management Staff. The AIM folders will allow CMS to
originate variable text, such as office position grade of
position, and encumbent. Such variable text then can be
transferred to the Wang system for mass preparation and
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October 4, 1984
distribution. CMS will be able to use Wang glossaries to
recall stored and formatted data for insertion with the
variable text received from AIM. Using both the AIM and Wang
systems will facilitate immediate access by the person
responsible for the position vacancy and will allow updating
and storage by support personnel. Paper flow reductions and
timeliness will be realized with the use of automated
facilities for these procedures.
It is estimated that the activities required to implement this
task will be completed in 12 weeks.
It is recommended that the Weekly Reports from the nine Offices
be sent to ODDA electronically via AIM. C&AG will build AIM
models and programs which will allow ODDA to consolidate the
individual reports into a combined document. C&AG will assist
the ODDA in creating generic userids for receipt of the
individual reports. This will resolve some of the common
problems associated with the current manual cut-and-paste
updating and will relieve personnel of these more routine and
repetitive tasks. Furthermore, requiring the Offices to use
automated facilities will not, for the most part, adversely
affect their operations. Of the nine Offices, all have Delta
Data terminals.
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October 4, 1984
As an option during the transition to use of AIM, Offices may
transmit Weekly Reports via VM or Wang. Six of the nine
Offices have communicating Wang systems.
Implementation of this recommendation is contingent on
installation of the terminals and agreement of the nine DDA
Offices to submit their Weekly Reports electronically. It is
estimated that these models will be implemented in 15 weeks.
12. BUDGET AND FINANCE REQUIREMENTS - AIM, WANG, CUECHART
C&AG will assist in developing procedures that use the
automated facilities of AIM and Wang to accommodate
consolidation of financial data. To accomplish this it is
recommended that request for information be sent to the Offices
via electronic means. Likewise, it is recommended that Offices
respond via electronic means. C&AG will develop AIM models and
programs so that Management Staff can receive and update
financial data via AIM, and then pass the data to the Wang
system. This will permit MS to produce and maintain financial
data on the Wang system. For those Offices where problems
exist in the use of electronic media to transmit this data,
C&AG will provide instructions to the Offices.
It is further recommended that Cuechart be used for the charts
and graphs that accompany these reports. C&AG will provide
training and demonstrations on Cuechart.
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October 4, 1984
Implementation is contingent upon installation of the terminals
and agreement of the nine DDA Offices to submit data
electronically. Completion of these activities are expected in
18 weeks.
It is recommended that a Wang Alliance be planned for
acquisition in FY85 to replace the existing Wang 7525 system.
This recommendation is based on overutilization of the 7525
system capacity and minimal security features available on the
7525 system. It is also based on the anticipated future growth
of highly technical word processing applications. As a caveat,
additional information concerning site planning and system
administration for the Alliance system must be obtained prior
to procurement of an Alliance system. C&AG will assist with
the necessary procurement procedures to expedite them and will
assist to ensure that Wang training is provided.
As an FY85 initiative, it is estimated that the equipment could
be installed within 10 weeks from the date on which the order
is received in the Word Processing Branch of ODP.
The cost to ODDA for this recommendation is expected to be
$23,550.00 (purchase cost). In addition, the annual
maintenance cost is expected to be 3,965.16 in excess of
current maintenance cost.
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October 4, 1984
OFFICE AUTOMATION FACILITIES
Units of Equipment in DDA Front Offices and Registry
As of July 1984
Delta
WANG
Printers
Organization
Entity
Data
WP
WS
TC
Name
Wang 2700
DI/
TI
Comments
ODDA Front
1
3
WDDAMS
1 -
-
ODDA CMS
1
1
WDDAMS
1 -
-
ODDA MS
1
1
WDDAMS
1 -
1DR
ODDA SSA
-
1
WDDAMS
- -
-
ODDA SSA/FBO
-
1*
WDDAMS
1* -
-
- On order
ODDA Safety
-
5
1 -
-
- Alliance
ODDA Registry
2
-
- 1
-
OC Registry
4
-
- -
2TI
ODP Front
ODP Registry
OF Front
2
3
WDDAOF
1 -
1DR
No Access to TC
OF Registry
1
1
WDDAOF
- -
-
No access to TC
OIS Front
1
3
WDDAOIS
1
No OIS Registry
OL Front
2
3
-
1 -
1TI
OL Registry
-
-
-
- -
-
OMS Front
1
2
WOMS
1
No OMS Registry
OP Front
1
3
-
1 -
-
WDDAOP 5th fl
No OP Registry
OS Front
-
OS Registry
2
OTE Front
1
1
-
1 -
1DR
No OTE Registry
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 STAT
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APPENDIX I
Guidelines for Wang System Administrator
and
Assistant System Administrator
The following outlines the recommended qualifications and responsibilities for
both the System Administrator and the Assistant System Administrator. To
provide effective back-up to the System Administrator and encourage a sound
Wang operating system, both the primary and Assistant System Administrators
should have the same training.
Recommended Qualifications
1. Project management experience in a word processing or data processing
environment.
2. Prior supervisory experience and ability to deal with Agency personnel at
different levels within the component.
3. Understanding of Office or component procedures and organization, and
ability to analyze applications for use on the Alliance System.
Ability to plan projects and organize people.
5. Understanding of Alliance technology and ability to apply this technology
in the Agency environment; for example, operating within the security
constraints of the Agency and/or component.
Responsibilities
1. Coordinate all requests for assistance for Wang support and service, and
assume responsibility for first-line troubleshooting. This person should
have sufficient Wang system knowledge to explain, in detail, the
circumstances surrounding the problem and be prepared to supply
supporting material (i.e., reports, printouts, etc.).
2. Assume responsibility for system integrity (e.g, perform system back-up
of all data residing on the system, monitor disk capacity, perform volume
recovery, etc.).
Assume responsibility for all system supervisory functions (e.g.,
create/assign libraries, assign, issue, and control passwords, provide
efficient allocation of disk space, etc.).
4. Monitor system-related supplies and be responsible for ordering, as
required.
5. Appoint additional assistants or key operators to manage use of
particular applications, such as Visual Memory, Telephone Directory, etc.
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6. Maintain all Wang-issued hardware and software documentation at th'.,
current support version level.
7. Assume responsibility for design, analysis, and implementation of
specific applications.
8. Establish system usage procedures including power-on and -off, disk
removal, archiving, etc.
9. Coordinate all training; set up specialized training to meet component's
specific needs.
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MEMORANDUM FOR THE RECORD
SUBJECT: Future Computer Requirements of the Safety Staff
1. The Safety Staff requires the following expansion of
computer hardware and software capabilities after the office
relocates to the new Headquarters addition:
a. Connection with Delta Data System:
An interface with the existing Delta Data base
throughout Headquarters will allow computer
communication with other offices in the form of
messages, requests and memorandums, etc. This
connection will provide the Safety Staff with the
ability to send/record pertinent Occupational Health
exposure information directly (electronically) to
employee medical files. We would not have direct
access to read employee medical files, but rather our
access would be strictly for adding information.
Requires the following purchases:
(1) Delta Data
(2) Delta Data
(3) Attendance
terminals
printer
at intro course
b. Connection with outside Computer Subscription
Services:
This interface will enable the Safety Staff to
immediate research commerical data bank for
information such as (1) Recent toxicological studies
and data; (2) Immediate haz/mat direction and/or
instruction; (3) Programmed software for various FPE
hydraulic calculations; and (4) Titles of recent
research publications. These subscription services
are required for instant information for immediate
decisions in emergency situations and to keep abreast
of the latest info on hazardous materials. Requires
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APPENDIX II
purchasing keyboard terminals of Toxline, Medline
(Medlar), Chemabstract, and McDonnell Douglas
Automation/MCAUTO (FPE link) to provide telephonic
communication links to subscription services.
Projected initial hook-up of $4-5 K plus a per use
charge thereafter. The initial hook-up includes
terminals and printers. The subscription services
required are:
(1) Toxline
(2) Medline
(3) Chemabstract
(4) McDonnell Douglas Automation (FPE link)
c. Expansion of Current Wang Capabilities:
(1) VDT work station for each employee.
(2) Additional CPU's - this will allow the
growth of unique software capabilities.
(3) Purchasing of complex language software
packages, such as CPM, the package for Wang, this
allows for languages up to FORTRAN - we then program
our own packages or purchase them (Larry's request for
FPE pkgs - use FORTRAN language). The expansion of
our current Wang capabilities will allow for future
purchases of:
(a) Hearing Conservation/Software;
(b) Chemical/Physical/Biological -
Personal Exposure Software;
(c) Radiological - Personal Exposure Software
(d) Statistical Software for OSHA
Accidents/injuries data.
(4) Connection into Wang computers throughout
Headquarters building.
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APPENDIX II
2. Summary of requirements for expanded computer
requirements within the Safety Staff are as follows:
a. Delta Data Interface
(1) Delta Data terminals;
(2) Generic printer compatible with Delta Data
terminals;
b. Outside lines for Subscription Services:
(1) Toxline
(2) Medline
(3) Chemabstract
(4) McDonnel Douglas Automation
c. Addition Wang Software for Occupational Health
Personal Exposure Data:
(1) Hearing Conservation/Software;
(2) Chemical/Physical/Biological -
Personal Exposure Software;
(3) Radiological - Personal Exposure Software
(4) Statistical Software for OSHA
Accidents/injuries data.
STAT
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