MANAGEMENT ANALYSIS STAFF (DD/P AREA), MANAGEMENT STUDIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000700070019-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: September 23, 2005
• Sequence Number: 19
• Content Type: STUDY

Approved For Release 2005/11/21 : 4L-P
-00211R000700070019-6
A
Chaired a coemittee to examine contents of Agency pouches, and take
corrective action to eliminate over-classified material. Permanent ime
provemente, which have now continued for over a year, consist of a reduction
of over 25% of pouch weight an couriereaccompanied channels, speedier serSice,
and tangible sevings---$150000. less for courier service in FT 1960 than
previous fiscal year. There were also $22,866. savings in the billing for
the unaccompanied pouch, postage and telephone account, largely due to
pouch reductions.
25X1
Conducted rMnpower airvay of the Processing branch, h
elimination of two functions, improved realignment of three
and reduction in Branch ceiling by eight
seulting in
ex functions
As a result of study of restricted document control in RID, customers
can be serviced directly from the files without first clearing through
originating division.
Prepared CSN on Records Retirement end paper transferring responsibility
from RID Archives to DD/ S for accessioning, servicing,and transporting DD/P
Records Center material. Placing recomnendations in effect has improved
efficiency and economy, with immediate elimination of some functions and
eventual elimination of the unit and transfer of personnel to ether RZD com-
ponent.
Prepared approved staff study, as member of Central Reference Advisory
Group Submommittee, establishing OCR records as only required accountability
for CCR disseminated materiel, eliminating extensive logging and controlling
by other Agency components.
MKNACEMENT ADVICE
Furnished advice and assistance on Management problems to DD/P officials
and supervisors; e.g. recommending disapproval of a proposed system of index
card conversion and offering an alternate plan requiring lees manhours and
money and providing a better endeproduct. The alternate proposal will be
initiated as "Walnut" releases analysts.
Approved For Release 2005/11/21 : Cik=RbP70-00211R000700070019-6
Approved For Release 2005/11/21 :CIX- X -0021 1R000700070019-6
1
NIZATION ANDRSV IONS
$ 9,684.
Analysed organization and staffing of 14 tftre and 1O revisions,
included numerous reorganisations, realignments, changes in
ions, and shifts in staffing emphasis and workloads. On several
ions proposals for increases in staffing 1113r0 withdrawn as a result
f efforts.
iONACMCNT PR ON $ 6,644.
Promoted the acceptance and use of sound management principles and
tices through regular and adhoc meetinge with officials in the area,
met regularly with the DD/P Records snagsment Officer to read and
omment on his proposed publications, and to advise which organizations
would appear to profit most from management assistance, in order that he
might encourage requests for assistance and acceptance of final recommends
tions.
ORDS MANA r $ 4,769.
Studied means of simplifying record keeping and developed forms associ-
ated with procedures being examined; e.g. eliminated specific procedures and
record keeping and need for two TSS/tog. Staff positions, and developed
standard form for requesting code designators.
WORK MEASUREMENT
055.
Tested work standards for individual analysts in 201 Section and
substituted acceptable standards for Units.
Audited previously installed vork standards in Machine Management
Section/RID and revised the standards to bring them in line with production
capabilities of employees.
MISOLLLANSOUS $ 5,821.
Attended varioua ment training courses, particularly those
specializing in management analysis techniques and related subjects at the
Ordnance Management Engineering Training Agency, Rock Island, Ill.
TCTAL 01 GOT 3 $64,949.
Approved For Release 2005/11/21 : CIA-RDP70-00211R000700070019-6
.2-
Approved For Release 2005/11/21 : C1 0-00211R000700070019-6
AZ}T ANAL
01 COSTS
$72,184?
Making depth study Office of Logistics, involving all phases of
managerent analysis changes in organization and procedures being
made as study progresses. Principal pay-out will be long range, in im-
proved effectiveness and efficiency in carrying out Logistics mission.
Devised and installed procedures for controlled maintenance program
in a Public Works operation, resulting in improved effectiveness and
efficiency of operation and economies in purchase of maintenance supplies.
oved procedures, layout, and equipment used in improving information
reports, resulting in reduction of average processing time from 40 to 12 hours
per
Agency
Service.
Stud
lees for
ey ceiling account
placing ceiling c
P qP
Coon
proposed revision of
ratherthan Career
or badge proposal, resulting in approval to
and installation than initially proposed.
PLANNING PAPERS AND REVISIONS
*151000.
$70614
Reviewed and processed 8 Planning Papers; participated in development of,
reviewed and processed 3 major staffing complements of branches and divisions,
and 19 staffing complement revisions.
MISCELLANEOUS
$ 5 095.
Internal and external training activities, consulting h officials
on specific management problems and promoting management improvement through
movies and literature.
TOTAL 01 COSTS 04,923s
Approved For Release 2005/11./Z :rr1f-RDP70-00211R000700070019-6
SECRET.
Approved For Release 2005/11/21 : CIA-RDP70-00211R000700070019-6
MANAOEMENT ANALYSIS STAFF (DDLIATal
A
Updated requirements of Agency and JSIB intelligence office
the IBM ptent of two branches of OCR, resulting in the elimina
of 62 marginal or obsolete reports, 2 IBM machines (annual rental )
and 264,000 IBM cards, adecrease in frequency of reports and inpro in
service.
C T
Presented plan BO of /I Admin. Staffs in new bui1d
personneL
possible savings of
Furnished Reference Librarian with flow charts, workload figures, pro-
ceasing time study and use for new equipment to iwprove present Intellofax
Service and eliminato processing ftep, in new building.
Installed new staffing complement for Photographic Intelligence Genter,
to carry out recommendations for combining overlapping functions eliminating
duplication of effort and strengthening technical direction.
KANACEPENT ADVICE
$ 1,140.
Furnished advice and aosistance on management problems super-
visors and the Efficiency Task Force; e.g. costs of dtstriuting 001 special
intelligence material, reassignment of USIB distribution function, classifi-
cation of raw intelligence reports control of clearnace to SpecialCenters
keeping list of key personnel up-4-date in Watch Office etc.
PLANNING PAPERS AND =VISIONS 6,401.
Analyzed organization and staffing of 21 Planning Papery and 10 revisions,
which included numerous reorganizations, realignments changes in functions,
and ghifts in staffing emphasis and workloads.
MISCRUNNEOUS
ludes sups
andl
Training Officer ac
cial reports,
Iloan to DWI Automation. Staff, prior to official
TAL 01 COSTS $25,895.
Approved For Release 2005/11/ DP70-00211R000700070019-6
Approved For Release 2005/11,2EmaP70-00211R000700070019-6
CR
EDP MACHINES
$44,837.
Completed systems studies, involving approximately 50 programs, for
use by the WA 501 in October 1960 for processing of payroll, personnel
actions, supply and accounting. The wark of coding, punching and debugging
the first 50 of these programs is well advanced and proceeding according to
schedule. Installation of the computer will result in more effective and
Laster data processing, and in annual net savings to the Machine Records
Division of approximately $292000. In addition there will be direct savings
of approximately $24,000. annually in CTR and also substantial savings in
other components serviced by the computer.
As a member of the Agency Mechanical Linguistics Advise
ted the reduction of a Machine Translation Research Oran
ity from $999,400. to $445,000.
Participated in the selection of apace and preparation
renovation of such space for the computer. Contract awarded
proximately $140000. below OSA basic estimates.
DA AND OTHER BUSINESS MACHINES
Concurred in the discontinuancc_of two complete
installation was employed by a classified project; the second:.
connection with the ELINT Project. As a result total annual re
equipment was reduced by approxieately $080080.
Provided technical assistance and advice to all areas of the Agency re d-
ing the procurement and use of all types of business machines. The control ex-
ercised by this Staff has resulted in the procurement or rental of only those
machines beet suited to meet actual needs.
Committee
to Oeorgetewn
plans for the
t a coat of ap-
$16,825.
ions. One
used in
of IBM
ILUXMLIANEGUS
$ 11,704
Proposed an organizational emit be established to study- needs for
mechanization in the DD Area. The proposal resulted in the establishment of
an Automation Staff attached to the Office of the DD/I.
Kept current on developments in business machines field by attending
various association meetings, manufacturers' demonstrations, and technical
seminars, to be in a position to advise Agency officials on the best means
to expedite and economically perform operations.
Approved For Release 2005/11/21 PPARillar70-00211R000700070019-6
Approved For Release 2005/11C4RDP70-00211R000700070019-6
Supervised the training of some 48 Agency pone1 inproa*mtng
he RCA 5010 20 of who are engaged full or part?time in programming,
over 100 Agency personnel in introduction and evaluation oi computers; and
10 in aystems analysia; and presented a special evaluation of the RCA 501
for the benefit of some 40 personnel from the Office of Security.
?CAL 01 COSTS
Approved For Release 2005/11/21 : CIA-RDP70-00211R000700070019-6
$66 366
Approved For Release 2005/MINTE131ADIK-ail1'1i R000700070019-6
}, *
PRINDIPAL #1,,*1116 Aar) *CdUMPLISHMMNTS
Uf T Tff OARD$ PWIAAM
AL Yff* iff0
I* our derema-to-parear precestatione4 *Shave -4411.44
Our Y114441 reor 1.9k.0 Thaws ISOM PAIITtCIPCiart
and hada oftched afoot 3%4 of Havitillortutre
Layi gplinawvid *rod conducted award caresania,.
ae, mo ,4 motatflo cf vnich wee in Office of decuity
rattler* . 1,4!4ovradred aracloyeas participated with Cel7ent
krfJ in tenorino five Office ef Security 4
gitqCt
nairdd design a aeries of animal pootaraf CCA
card* fnr otuttie Sorsa and otherOesterso 414C.
out prfootloatl offtoll inserts over Ties OtromArd'a
arvdeirra.
C. Pritiad dur movie to some 34000 portams
D. Soot caveral induirract advertising blotters to, SLip,44
Ofelaisg. 01.4 for diatribution thr.444 roppig
DitOributod ol/oodlo holders advertising the pcywitiog.
tes out sixty-dins timiversary cards to orel,lerag
avaapd timer o.
Conducted ratainars and panel it.ul s vithfLftfftloo
Awards C4rOttO* mauto/T*4 internal pass COglipiglientS #
repregagialivoo of Depot al. Training Caviar* 400i1401'444*4
OTA diadems ia supervielas.
A Obtained contiouing guidance fro* a amaber al i.406
DOcif old sensitive euggeetione ulth U.S. Policy
implications.
Participated in Federal end Civil Service 0000ateiara,
coriforences for incentive hoard inistrators,
C. Provided guidance to evailaatere and gene 141.v74sai
oneygegtors on U0444.4ing t4S*SAD
D. Provided special voidance to CA Staff - CA
igl ,chole9tcai panel they propane t? *VI, op*
Approved For Release 206A1Vbrit-IfignM211R000700070019-6
CIA NTERNAL USE ONLY
Approved For, Release 2005/11/2-1 : CIA-RDP70-00211R000700070019-6
Adminbiattiste
Designed mall alx-zt :Artificate of Award which will
eliminate approritely 500 oan-hours (clerical) a Year.
amested through Deputy Director (Support) that each
Office Mead sat uo internal Suggestion Awards Committee
panels. This was done with significant gains in
participation, adoption, and above all in understanding
of the Program.
Sent several .hundred employee suggestion forme to 00
Suggestions Received FY '6C _A22_
Suggestions Adopted FY '60 _1:a_
'Letters 21
Cash _AN_
Awards Paid -.11.3a280.
Tangible Savings
-1Uanks Intangible
Benefits)
Under authority granted the Executive Secretary to resolve
cases with unanimous recommendations for dikapproVi4i0s.
.closed out A22 cases in Fiscal Year '60.
F. Financial Picture
Salaries
Awards paid (110)
634,300
-.2:2112
Total Expenses
Tangible Savings from
adopted suggestions
Total Savings to the Agency
isathithal
$41,580
,123.414
A. As a result of the above we mere able to educate about 351%
of the Agency personnel into operations of the Program.'
B. Be were able to increase our receipts (over FY '59) by 9.1%
We were able to increase our adoption rate to 22.2%* in
comparison with 20% (for FY '59) and 1346% for FY '586
The Government adoption rate for the past several years has
been 25%.
CIA INTERNAL USE ONLY
Approved For Release 2005/11/21 : CIA-RDP70-00211R000700070019-6