UNITED STATES DEPARTMENT OF AGRICULTURE ADMINISTRATIVE REGULATIONS CHAPTER 8 - REPORTS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100020007-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 7
• Publication Date: July 12, 1963
• Content Type: REGULATION

Approved For Release 2006/05/24: CIA-RDP75-00399R00010002DIX B.1
UNITED STATES DEPARTMENT O GRIS -RE
-------_.----- --_--~_-_.
ADMINISTRATIVE REGULATIONS
CHAPTER 8 - REPORTS MANAGEMENT
SECTION 1 - GENERAL
*-800. PURPOSE. This chapter sets forth policies, responsibilities
and procedures for the management of retorts within the Depart-
m ent.
801. POLICY. Management and operating officials at all levels
need dependable information to measure the accomplishment of
objectives, and to improve the effectiveness of programs, policies,
and procedures. It is Department policy that this information
shall be obtained through systematically planned and administered
systems that will assure (1) adequacy, aecuracy and usefulness
of collected data, and (2) maximum economy in collecting and
disseminating data.
802. ROLE OF REPORTS IN MANAGEMENT. Reports are an
important means of communication in the management process.
Although routinely considered a device to measure the progress
of programs for which the manager is responsible and to control
the activities of subordinates, they are also a primary source.of
information for planning and directing future programs.
803. OBJECTIVES OF THE REPORTS MANAGEMENT PROGRAM.
The USDA reports management program is designed to help each
manager carry out his responsibilities, and at the same time
achieve maximum economy, uniformity, and simplicity in re-
porting systems. An effective reports managemenx program
should:
a. Provide management with needed information at times
and places, and in the forms most useful to it.
b. Combine and simplify reports wherever possible.
c. Reduce frequency and distribution of reports to the
minimum required for sound operation.
d. Eliminate non-essential reports and information.
e. Provide employees with needed direction and means for
the preparation of required reports. ~-*
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5 804 TITLE 4 - PLANT AND OPERATIONS
;,:-.804. DEFINITIONS, a. Report. The transmission of recorded
data or information between organizations, whether form, nar-
rative, tabular, graphic, questionnaire, punch card, tape, or
other medium, regardless of the method of processing, prep-
aration, or transmission.
b. Recurring Report. A report which requires repetitive prep-
aration in whole or in part.
c. One-Time Report. A report prepared on special request,
one-time only, by one or more activities.
d. Situation Report. . A report prepared in connection with a
specific event or temporary situation. A situation report might
require repetitive submission during a stated period of time to
satisfy the single requirement. The total submission constitutes
one report.
e. USDA Report. A report required by a Departmental staff
office to be submitted by other staff offices and/or agencies.
f. Agency Report. A report required by an agency to be sub-
mitted by an activity under its jurisdiction.
g. Interagency Report. A report required by one USDA agency
tz be submitted by another USDA agency or its activities.
h. External Report. A report required by an agency outside
USDA to be submitted by the Department, or agencies of the
Department.
i. Feeder Report. An optional term used to identify reports
that are required for the sole purpose of providing information
needed in preparing other reports.
j. Due Date. The date a report is to arrive at its prescribed
destination.
k. Federal Reports Act of 1942 (57 Stat. 1078; 5 U. S. C. 139-139f).
The Federal statute requiring Federal agencies to obtain the approval
of the Bureau of the Budget before imposing reporting and record
keeping requirements on the public, (i. e. persons, industrial
organization, State and local governments, etc.)
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*-I. Report Control Symbols (RCS). A system of code-numbering
and/or lettering used to identify and catalog individual reports.
805. PROGRAM RESPONSIBILITY. The Office of Plant and
Operations will:
a. Develop and promote techniques to improve the effective-
ness of reports management programs and activities through-
out the Department.
b. Provide Departmental standards and guidelines for the
creation and use of reports.
c. Advise and assist staff offices and agencies in establishing
and administering effective reports management programs
and systems.
d. Direct and coordinate periodic reviews of USDA staff
office and agency reports.
e. Evaluate progress and summarize results of USDA staff
office and agency.reports management programs.
806. DEPARTMENTAL STAFF OFFICE RESPONSIBILITY. The
head of each Departmental staff office will:
a. Establish internal controls and procedures necessary to
achieve the reports management program's objectives, in-
cluding adequate systems for reviewing, clearing and con-
trolling proposed reports.
b. Periodically, or as requested by the Director of Plant
and Operations, conduct a systematic review of USDA and
external reporting requirements to determine whether any
reports for which his office is responsible should be modified
or discontinued.
c. Maintain a current inventory of all reports required to be
submitted by and to his office- (see sample inventory format
at Exhibit 1 & 2). -:;c
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CHAPTER 8 - REPORTS MANAGEMENT q 810
*;c-?810. RESPONSIBILITY OF THE REPORTS MANAGEMENT
OFFICER. Each individual designated as a reports management
officer will:
a. Observe agency reports activities to assure compliance
with policies enumerated in this and agency instructions to
achieve the objectives of the reports management program.
b. Administer reports clearance and control-symbol pro-
cedures within his agency or office.
c. Insure that instructions for recurring reports are con-
tained in permanent directives of the agency.
d. Identify categories of information to be exempted from
reports control procedures.
e. Establish evaluation procedures necessary to improve
the quality of reports.
f. Maintain liaison with Departmental staff offices and other
agencies to assure maximum economy and effectiveness in
his activity's reporting program.
SECTION 3 - REPORTS CONTROLS
811. REPORTS CLEARANCE PROCEDURE. Prior to clearance,
each new or revised report will be reviewed for need, usefulness,
and adequacy. Staff offices and agencies will establish internal
clearance procedures to insure adequate coordination, and approval
of each reporting requirement by a responsible official. This
clearance may be accomplished separately, or as part of the re-
view and clearance of the directive or forms associated with the
report. An optional clearance form AD Form 368 Report Clearance
Request, is attached at Exhibit 3, for those agencies desiring an
independent reports clearance procedure. This form contains the
type of information which should be considered during the initial
clearance review.
812. EXEMPTED REPORTS. Certain categories of reports
normally are exempt from reports management procedures. r-*
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5 012 TITLE 4 - PLANT AND OPERATIONS
*-.Examples are: Investigative and audit reports; informational
copies of personnel transaction- documents; annual and supple-
mental budget estimates, justifications, and supporting information;
individual supply and. procurement transactions; information pre-
sented in narrative form, such as research findings, technical
summaries, special studies, projects, or surveys. Reports
management officers should analyze office and agency informa-
tional requirements and identify those categories to be exempted.
813. REPORTS CONTROL SYMBOLS (RCS). a. Principles of Use.
Experience has shown that the use of reports control symbols makes
several important contributions to efficient reports management.
Specifically, they permit quick identification of approved reports,
provide a means of easy reference and inventory listing, and
sometimes tie records and files to the reports they are associated
with.
b. Reports Control Symbol Systems. The symbol system may be
geared to the organization's directives or forms numbering system,
to the organizational structure, to a subjective classification
system, or to any other system that meets the organization's needs.
c. Use. A reports control symbol should be assigned to each new
reporting requirement upon completion of the initial clearance pro-
cedure, and prior to issuance.
814. CENTRAL REPORTS CONTROL RECORDS. Each staff office
and agency will maintain control records on all reporting require-
ments which it originates. The records should include:
a. A current inventory of all reports required to be sub-
mitted by and to the agency. The inventory should be main-
tained in such form that it can be made available or reproduced,
as required, for systematic review, analysis, and appraisal
of reports. (See sample inventory format at Exhibits 1 & 2).
b. A copy of each report clearance form with a copy of the
directive that established the report, and any forms associated
with the report.
c. A copy of the evaluation made on each report analyzed
during the periodic review process. t-* I
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CHAPTER 8 - REPORTS MANAGEMENT ? 815
SECTION 4 - REPORTS SURVEY AND EVALUATION
PROCEDURES
*-.815. CONTINUOUS SELF EVALUATION. Managers and operating
officials at all levels shall continuously evaluate the need for in-
dividual reports received in their offices. Those that do not satisfy
a valid and current requirement should be discontinued. Particular
emphasis should be placed on:
a. Utility of the information, and value received in relation
to the cost of the report.
b. Simplicity of data requirements.
c. ? Frequency and number of respondents required to submit
the report.
816. PERIODIC SURVEYS AND REVIEWS. Periodically, or upon
specific request from the Director of Plant and Operations, the
head of each staff office and the administrator of.each agency will
conduct a comprehensive review of all recurring reports required
to be submitted by or to his activity. During this review operating
officials should be asked to reaffirm the continued need for each
report submitted to their offices and to suggest specific improve-
ments in those that are required.
817. RECOMMENDING IMPROVEMENTS. Agencies and staff
offices are urged to evaluate carefully all reports which they are
required to submit and the directives prescribing them, and to
recommend improvement, simplification or discontinuance, where
appropriate. Individual recommendations should be submitted as
they are developed. Recommendations resulting from periodic
surveys should be prepared individually and submitted in a group
identified with the survey. Recommendations should be submitted
to the responsible departmental staff office or, in the case of inter-
agency reports to the responsible agency. Each recommendation
should include, but is not limited to:
a. A copy of the report and a citation. of the directive
prescribing the report.
b. An estimate of the number of man-hours consumed in
preparing the report throughout the agency, including-)',c
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5 817 TITLE 4 - PLANT AND OPERATIONS
*-.feeder reports when pertinent.
c. A statement of the recommended change, and the reasons
for the change. This statement should be as specific as
possible and offer constructive criticism for improving the
quality of the report, or give valid reasons for discontinuing
it.
818. REPORTS EVALUATION CHECKLIST. AD Form 367,
Reports Evaluation Checklist, (Exhibit 4) will help identify weak-
nesses and develop recommendations for improving individual
reports. The evaluation checklist and the reports clearance
'form (or their equivalents) should be used during the periodic
survey of reports required by the agency as a means of assuring
adequate appraisal.-*
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INVENTORY OF REPORTS REQUIRED
Reports
Control
Symbol
List
each
report
only
once
Required
By
Title of
Report
Purpose and
Description
1. Specific program
which the report
supports. De-
scribe the type
of data included
in the report.
2. If report is a
Feeder Report,
identify Agency
requiring the
report and the
report title
and RCS (if
different).
(5)
Prepared
By
(6)
Other
Distri-
Frequency
Authorizing
bution
Due In.
Directive
Show
D - Daily
Distri-
W - Weekly
bution
M - Monthly
of all
Q - Quarterly
copies
A - Annually
received
Use prefix
"semi" when
report is
required
twice weekly,
twice monthly,
twice annually,
etc.
Use prefix
"bi" when
report is
re
uired
q
every 2U ?
weeks, 2 /tiA r,.,
Group reports by:
a. Organizational unit establishing initial requirement.
b. Program area which the report supports.
months, 2 ,
0 ~
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 Prepared
BL_
Title of
Report
INVENTORY OF RECURRING REPORTS, SUBMITTED
Other
Internal
Purpose and
Submitted
Distri-
Description
To
bution
1. Identify specific
program which the
report supports.
Describe type
of data included
in the report.
2. If the report is
a Feeder Report,
identify agency
requiring the re-
port, the report
title, and RCS
(if different).
Group reports by: f
a. Organizational unit preparing the report or
b. Program area which the report supports
Frequency
Due Out
D - Daily
- W - Weekly
H - Monthly
Q - Quarterly
A - Annually
Use of prefix
"Semi" when
report is
submitted
twice a week,
mouth, year,
etc.
Use prefix
"bi" when
report is
submitted
every 2
weeks,
months,
years, etc.
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AD?36B REPORT CLEARANCE REQUEST
.7.021 .See fnsinietions on revers C)
1. EXACT TITLEOF REPORT Ilea eapya presC I amt Or rspert n! tmCl
REPORT/ CONTROL SYMBOL
(Inserted 6y Reports Npna Offieerf
e. REPORTING FREQUENCY SPICI y) 7. Ot C DATE
0. REPORT Il aW or rtalNd)
ONE TIME RECURRING
S. DIRECTIVE EITAULIIHING REPORT tlae Copy)
9. OFFICE' PREPARING REPORT' Skownambers and kinds of preparingO fiats)
to. DISTRIBUTION OF REPORT COPIES p.e y eae ree P nt o ce
It. IDENTIFY PRESCRIBED SOURCE DATA FORMI'1 OR FORM TIII AItGCA COpy)
12. IS COMPUTER EQUIPMENT USED IN
I I PREP ARINO REPORT'
^ ANALYZING REPORTS 11 NOT USED
to. REPORT APPROVED BY (Si/nag"")
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EXHIBIT 3 - 4 AR 811 (Page 2)
AD-368 (Reverse)
(7-63)
A. Use Form AD-368 to get approval for each new or revised agency or staff
office reporting requirement.
B.. Submit an original and one copy of the form to reports management office.
C. Follow the instructions below when preparing request.
1. Leave Blank.
2, Indicate title of report.
3. Identify office requiring report.
4. Indicate the program which the
report supports and why the report
is needed.
co
f_E
e,1
xplan ry.
ati
6. Check appropriate entry. If recur-
ring, specify-frequency. Use: Daily,
Weekly, Monthly, Quarterly,..An-
nually, etc.
7. Self Explanatory.
8. Recurring reports requirements
should be stated in standard direc-
tives of office or agency. Tempo-
rary instructions should be codified
at earliest possible date. One time
reports are usually established by
letter, TWX etc.
9. Be specific by office or type of
office to prepare report. Include
number of offices. E.G., "all state
offices," "300 county offices," etc.
10. Self-explanatory.
11. Consider how preparing offices will
collect and file data. Provide work
sheets on source forms for this
purpose. This reduces cost of re-
port and insures that you get what
you want.
12. The reference here is to electro-
mechanical tabulating card ma-
chines and to electronic data pro-
cessing machines.
13. Identify by Title or Reports Control,
symbol or both.
14. Self Explanatory.
15. Self Explanatory.
16. Include date and signature of
Reports Management Officer.
17. The "Remarks" space is for the
use of the Reports Management
Officer.
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EXHIBIT 4 - 4 AR 818?
11[Vtt'.W 0ATIt
-.
INSTRUCTIONSt Check either column (b) or (e).
QUESTION-
SATISFAG
PROPOSED CHANGES
11 questionable, show changes in column (d)
ABLE
7TIRY
(Attach Additional Sheets, if Needed)
(a)
(b)
(c)
(d)
1, THE REPORT AS A WHOLE
Who uses It? flow?
What Is its purpose?
Should it be continued?
2. USE OF EACH ITEM.
Is every item used?
Any missing items to be added?
3. USE OF EACH COPY,
Are all copies used to good advantage?
4. FUNCTIONAL RELATIONSHIP.
Is the information within the scope of the office functions?
S. MISAPPLICATION.
Does the report try to solve a problem which should be
solved by other means?
6. STAND-BY DATA.
Is the data obtained for "just-in-case" use?
7. ANOTHER AVAILABLE SOURCE.
Is the data available in another report or office?
n BY PRODUCT.
is it possible to get the data by some other process?
9. DIRECT USE OF RECORDS.
Could actual records or "fast copy" of record be used
instead of a report?
10. SAMPLING.
Would a sampling of a few offices give
reliable data?
It. EXCEPTION REPORTING.
Would It be appropriate to report conditions only when
other than normal?
12. COMBINATION.
Could this report be combined with another report?
13. NON-RELATED MATERIAL.
Are non-related subjects included in the same report?
14. ADEQUACY AND SUITABILITY.
Is scope or content tailored to meet needs?
15. VALUE VS. COST.
Is the report worth its cost?
SECTION 2--VERIFY THE TIMING
16. REPORTING PERIODS.
Are reporting periods properly stated?
17. FREQUENCY.
Is the present frequency suitable, exoessive, or
inadequate?
1. DUE DATE.
Is the due date specifically stated?
19. PREPARING OFFICE WORKLOAD.
Has this been considered?
Can due dates be changed to avoid peak workload.?
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? EXHIBIT 4 - 4 AR 818 (Page 2)
AD-367
(7-63) REPORTS EVALUATION CHECKLIST (Pug* 2)
INSTRUCTIONS: Check either column (b) or (c).
QUESTION-
SATISFAG
PROPOSED CHANGES
If questionable, show changes in column W.
ABLE
TORY
(Attach Additional Sheets, If Needed)
(a)
(b)
(c)
(d)
20, REPORT TITLE.
is it the same as, or listed in the directive?
21. PURPOSE OF REPORT.
Is it clearly stated?
22. REPORTING INSTRUCTIONS.
Are reporting instructions clear and adequate?
23, INTEGRATED REPORTING.
Are data needs of other levels tied in?
24. FEEDER REPORTS.
Are procedures for feeder reports provided to assure
uniformity and simplicity?
25. REPORTING UNITS.
Are reporting units shown?
Are there too many, too-few?
26. NEGATIVE REPORTS.
Are negative reports required? What use is made of them?
27. NUMBER OF COPIES.
Are number of copies specified?
28. ROUTING.
Are correct mailing addresses given?
29. NARRATIVE OR FORM
Is the beat format for this report need?
30. ARRANGEMENT AND SIZE.
Are items sequenced to source? Is spacing adequate?
Are item captions clear? Is site adequate & practical?
31. STANDARDIZATION.
Do all offices use the same form or format?
32. SUMMARY INFORMATION.
Would a summary of information rather than statistics or
a narrative be better?
33. CUMULATIVE DATA.
Can data be maintained on a cumulative basis to eliminate
last-minute workloads?
34. COMPARISONS.
Are comparisons made against goals, past performance,
or current performance of others?
35. GRAPHICS _ ._..
,
_ ,..t .
Are graphics used to good advantage?
_
36. AUTHENTICATION. -
~,
Are verifying or approving officials' signatures used only
when necessary?
37. DATA SOURCES.
Are records from which reports are to be prepared
identified?
38. ARRANGEMENT OF RECORDS.
Should records be rearranged to simplify reporting?
39. REPORT SYMBOL.
Is it shown after title of'report?
40. STYLE OF PRESENTATION
Does the overall report provide clarity and simplicity?
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