Survey Report of the SR Adimin/Logistics Section

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP60-00538A000100120015-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 11
• Document Creation Date: November 11, 2016
• Document Release Date: August 31, 1998
• Sequence Number: 15
• Publication Date: October 27, 1953
• Content Type: MF

nSa itiz
unierA No.
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63 '4
TS S
L73 a
71.; 7.03
Date: c) By:
Mn: CIA-RD 60-
ijL
MEPIORANLa FOR: Acting tepu Ltrectoz (A tration
: Chief of Administration,
Servey Report of the 5R/Admin/Log c Section
SUBJIZT
r,OCT -2 7 1953
. To re-evaluate logistics type Tb O pottttons With the SR Division
view taward determin
a. The appropriate organizational locatton
efficient performance of essential logistical
U. The minimum number of personnel estimated to be
former= or such functions.
GIS si.wali4 ON TEE Ph
economic and
ons and
ad for the per-
In the wealuation of this study and its findings consideration should
be given to certain basic differences between this division and other
area divisions.
b. The entire grates of logistical procedures is in the process of
re-
vlsi. and correlation with the expanded responsibilities e I, -
tics Office. Revisions, conpled vith refinements being made in pro-
gram, planning procedures and in budget and finance systems, and tne
evident need to operate vttbin limited appropriations, will tend to
place added emphasis an logistical calculations et all levels.
a. The Logistics Section, SR/Admin, was established in JessarY 1953 and
is operating under functions approved by the C/SR I1Viti0171 (5es 7sb C).
The functions, generally, assign the duties being carried on in the
Section. A miner of administrative/general service/housekeeping
&die* are being performed in addition to the specialised logistical
astivities (See Tab D).
4. There are no approved functions for a pDototype lo4stioal element
in an area division. Tntre-divisional assignment functions has
been left, very generally, to the discretion of responsible officers
in the individeel division*. 25X9A2
The TbO of the Logistics Section is currently under revision.
positions were orielnally authorised but additional positions have
losonsa40 available to the Section. There are not people on board
(See Tab D for positions and grades).
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Current job descriptions have been prepared for the poiltions
deratien, sith the exception of the steno-typist position, as a
suit of a recent Classification and Vag* survey.
g. Tb. Logistics Section operates in a dual capacity because
peeularities of the $R rivision. It serves as the staff level logis-
tical element of a headquerters division ands to an extent the
supply element of a field station.
h. In the abeence of specific work units applicable to the several opera-
tints performed in the Section, audI any record of the actual time
spent on each, it baa been necessary to establish certain arbitrary
factors and accept sueh actstil counts as are available, with estimates
for others. "bile these factors may have no individual significanee
they will prove helpful for ceaparative purposes as the survey is er
tended (See Tab A).
ISCDSSICIV
b. The Lo
ail CZ
sated
Action
of this
Sec on, R/Adrstn, is stated to have been established
attonal entity in January 1953. The tAoction sea allo-
positione. There are at _present people on board. 25X9A2
process to adjust the T/0 to this figure. As a result
sed adjustment, current job descriptions have been pre-
. The positions have been surveyed by Classification and wage
Division and grades and titles have been established.
e. As discussed at length in previous reports, the procedures conoerning
all aspects of the Away logistics and supply system are under study
in order to attain a tighter control and to provide adequate coor-
dination in the preparation and processing of all related documents.
?bon Diviaion and its Logistics Section can comply with the intent,
but not the letter, of certain procedures because its field opera-
tions are carried on through host divisions. There is indication
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ocedure and xgmlation ra-
Uosd the
on La ateptee the term tLogietics 3eotio& and has had
onnel of the Section claseifiee epistles fiver'''. This
d with the findings of this survey, since it is believed
he tara leueply1 does not accurately define the part played by
elemente in the overall logistics/supply operation. The 5ft
vision, as discuased eleewhere in this report, hoe a small supply
operation. llowever, the primary responsibility of the ection lies
in the field of reqeirementa and loeistice calculations and coepu-
tstionsi the elikp4 activity, necessary because of tht peculiarities
of the area and projects, is a secondary responsibility.
a. The Section is venting under functions set forth in a division
memersodum dated 3 October 1252. It is believed that, at the comple-
tion of this survey, a prototyee functional statement will be ee-
vamped which can be accepted, with sib= additions or deletions, be
all area divisions. it has been noted that each of the divisions sur
voyed has much the same concept of the responsibilitiet of a supple/
leeistics section, thouen some of the functional statements go far
afield.
f. istics Lmicxes, detailed and priced, have been prepared in this
ion for all of the known active projects having materiel require
(approxinate4 forty-five). These are pailoy el type and the
ammixim were developed by the Logistics &fiction with some cooperation
ma the part of the case officers. This situation is diecuseed else-
where in this report, These annexes have been used as a basis for
the 1954 budgetary calculations and will be the baste for future
Forecasts of Materiel Revirements.
The matter of vehicle recoree has been a source of some concern in
this survey since evidence of records duplication has been apparent
in seas areas. This is not particularly the case in this division.
Three problems in the administration of vehicles appear in this di-
vision as they have, to a greater or lesser eegree, in all of the
divisions sarveeed:
lj Ins need for adequate for the ool].ection of pertinent
sad timely information concerning vehicles and the trasmittal
at such information to the Logistic. Office for the 0
records.
Note: Logistics Office has developed and is now circulating o
concurrence, a procedure which is devised to provide for
the collection, recording and dissemination of vehicle
data. It ToWf be hoped that the installation of this pro-
cedure will resolve bleu.
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dit aloos are respoasible to see
Agallea owoorehla of vehicles, rural
act agents. :here appears to be no adequate means of
itch *gents to provide theee documents. it is stated
ateu requeets go unheedea.
re is need for a firm enforcing mechaniss to assure
adequate evidence of Agency ownership of all vehicles
iamediately available at an appropriate point( a) in
this headquarters.
(3) As noted in the reports of divisions already uraeaed, there is
a need within liora for approved steedazde by wallah to oetermlue
the justification for the purchase, replacmaant or disposal of
vehicles. Under preaent procedures it appears that such decisions
are dependant upon the pressure exerted by operating personnel.
The Logisties CXXice, which has respooslity for approving re
quests for the purchaae, replacemeat or disposal of vehicles, is
entitled to assnne that aay request for such action is based
on a firm and approaed set of schedules and atennards. Former
reports have suggeeted that no one set of staudards could be
satisfactorily applied to all areas becaue of the differences
in service, terrain and operational cenOitions. Nowever, an
overall Agency polley could be supported by a set of standards
applicable to tach are& ti%iginn.auch standards would serve the
Logistics section of the division lay providing a uulform and
equitable labia for evaluating eaeh request and woUld provide the
Logistics Office with assurance on whica to make final determination.
responsibilities of the Logistics affice 4t ha maintenance
of be Agency records of vehicles, except those recoras of ownership
of vabioles in the hands of deep cover agents where, in *axe instances,
Us keeping of such records has been specifically delegated to in-
dividuel area divisions hy the aogistics affice.
An evaluation of the activities of the aeotion indicate that they
fill into two categories, (a) those of a specialised logistical ea-
turfs, and (b) these of e purely housexeepieg nature. noose activities
are listed on lab D. An examination of the Section indicates that
the logistical respousibilitiei are recognised, that related problems
are being identified sad solutions developed. Crudes have been estab-
lished for the &action which Appear to be commeesurate with the re-
sponsibilities of a division staff. Bowever, as in tne other divisions
surveyed, the placement of responsibility for a number of non-sp6-
411411s.d activities in the ougistics Leation beet little or no rela-
tion to the logistical sissioa of the elements their performance
meld not justify a grade equal to any in the Lection - except the
typist levels and that add nothing to the atature of a staff level
specialised unit. it is stated that tam activities are performed
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and do ot occupy more
reconcile this statement
hie type of activity end the
perfOrmance of similar tasks. in te interest
pecialized element only those functions and duties
specialization, and for which the personnel are
oda rated and paid, this report will recommend that
ivitiee be withdrawn from the Logistics Section.
be a marked r luctance on the part of FI Livision
ozr1 to e SU logistics officers into their
prepare reelistic materiel
porting coppwtetions or to plan
Though a full disclosure of
would appear that, in a
eed to know" would require
ntariXy seek the aid of Id-
project information
planning ceuld be de-
mential information when
to permit the orderly and
stem. This condition effects
merged organise
all stet and operat
ministrative elements and to
*mailable to them in order that r
v.:loped. Administrative pereonne
materiel is required, but often t
eeenomical operation of the suPP4
maepower requirements tor the Logistics wectiou, one of the basic
problens of the Survey, in the following manner;
(1) It requires more manhours of logistic, officer tas to lie t
from the am officers a bare minieum of information through
daily or weakly contacts that would be reqeired if the case
officers were to volunteer the essentisl information and cooperate
fully in the preparstion of the neceesary logistical documents
amd salmulations, The beide logistics/supply document ie the
?detailed Logistics Annex. The importance of this document cannot
be over estimated. It serves :moral purposes:
(*) It is the basis ou ihich to :testify the 06-09
for a project at the ties it is presseted to PEC to
(b) It is the only justification to eupport request* for the
alleestion of funds in a current year or to be used aa sup-
porting budgetary data in connection with requests for appro
;aviation, for future years.
The oonsolidetion of all Annexes in a division forms the
basis for tho Forecast of Materiel heqpirements. This Fore-
east ie reqeired periodically by the Logistics Office to pro-
vide information =which its long range procurement snd con-
trasting pogrom is developed and activated. The preparation
f this Forecast requires the cooperation of case officer and
division logistical perecnnel because the approximate require-
ment date must bs redact, each item of materiel in order
that Logisties Office 1`;It to supply mission accordingly.
*401**
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nformation
tion and s
of logistio
pmental work mum
curement or fabrieation.
The look of cooperation and coordination efforts VI en re supply
in the matter of shipments. only by having essential
information at the earliest possible time can orderly
mipy be Arranged under uornal procedures. Crash operations are
ampomaive add time oonsuning.
(4) A Coordinator is assigned to sash
of the Logistics Office. In the, d
thsse Coordinators are in imed freely and
Th obtain. logietical and supply information
to mutual problems, expodite requisition* and shipments,. provids
oesietance sod guidance where possibls, and otherwiee help tho
divisolot logistioe personoel to perfory their duties. Thie re-
lationship does not exist in the eR Division. The Coordinator'
is said principally as t messenger WI to carry vapors book and
firth %stamp the two offices. The majority of logistico/eupply/
transportetion coordination and expoditing is being carried on
by perecnnel of the Logistic. Section of the division. It is
fearsd thet the FI staff and operators would resent the giving
of soy ioformation concerning thsir materiel and suppZy problem
to Logisties Office and might, es a result, withdraw cooperation
olroady established on a porsonal basis with individual ease
efficors.
free the star
eyed previously
good advantage.
work out solutions
This situation has been diecused dtb C/Ad*in, 7T SeniorStaff,
who states that the etaff lo mi. of the condition but does net
Oboes* to take eny corrective action at this time, on the assump-
tion that, in time (possibly within one year), the matter eill
right itself. Whither or not the O/eR Livieion or higher authority
Should initiate action to resolve this problem, which is no doubt
present to son* dsgreo in all divisions, is outside the scope
of this For tho purpose of starting evaluatioo, the
premiss ait bi aecoptedi however, if the situation were corrected,.
tub, Logistics atlas $R Division could operate with less
msepower.
k. The $E iti ectirn *i a sup ZY ro iz which it is intended
to stook an estimated 3.OJX2OO different opuati?ns1 itoms. The
operation of the stock is assigned to a Loitic5 Cfficer, o 9,
with stock control rna.ntnanca by a Logistics rsst., GS-7.
AnAvony regulatiem? now baizig coordinated, roposs that Logistios
Office setablish a contra porstional stock ram in J twilding to
carry all operational supplios now being stocked ty area divisions,
independent offices and staff elementew It atates that, 'This reguls-
tion shall further be interp d *eau that it is contrary to
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gamey poltq for ares divisions and sarste offices Or staffs
maintain stooks of operational aupplies -". The iestallation
Ouch a eervice will reduce the requirements for manpower in the
Logistics Secti
rtine in the Loietice tect
r'eptember, has aversed mere
employee - 91 hours per pey period.
sf the else of staff as compared to worklo
half of the staff ambers are new eapleyees s
orientation and training, that stock room and
being installed, and that the recent budget exerc
usual amount of work on the part of the :action.
the overtime is being reduced. Thirty- hour& of overtime were used
in the pay period ugust through 12 Leptember.
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The $cctions organised with positions, gained an an
supply officer in may, 4 loglatics officer in u1y, and a secret
typist in August, to reach its present strength afilllipeopla, plus 25X9A2
the everting referred to above. Juatif.tcatioa for a larger staff,
in comparison to other divisions was stated to be;
The fact that the ideation is comparatively new and is etill
ting office systems and records developed and installed.
(2) That half of the etaft is new and are in the process of being
oriented end trained.
(3) Unwillingness on the part ofcse officers and. '
to provide logistics personnel with information
juts makes it necessary to provide logistics of cars in
to day coverage of case officer desk* in order to
mom of information.
(4) Tbe reluctanoo on the
mffice Coordinator to
to provide Section pen
pthur a mini
The fact that it has beenconsidered ascssoa that a stock of
eortain operational items bemaintained in th din to supply
operations on a crash basis when necessary.
The fact that the Fr L;taff alculates on the basis of operational
years, 'ohne the tivieion and the Agency operate :in the F asis',
makes dual computation necessary in maw instances.
n the absence of established workload ftctore, approved standard
time ellowances applicable to ouch tact oro, and an historical data
=seeming the distribution of maahoure to tasks, it is necessary to
base judgement concerning 110 requirements on observation, estimation,
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of knawz p'ooa ala Lor z eviion of regulations
of eliainstirq or riucirgaotivitiee,
watts in other divisjons. ThcaR
r third of the ares diviuios in
of materiel (0 -09 in the nun
idtration must be given to te type and
so the tut of mattriul rquirad, the
Me and the fact that rations are
tare. kereonnel on boardaplus ov
equivalent of a six man at.a.Z BUG,
in addition to conducting the day to
the following non-repetitive tasks
nay employ tee. Thea
otiNe from this date
n.
(2) Preparation
for all knave proj
(3) Furnishing of logitioal
budget and the sew rev
(4) Development and installation of au
all items of orational materiel listed on
and completion of most of the postinge there
Development of pleas for, one the installation
stock roan end iuoidental stook control eysten
en hand.
(6) Dovelopnent of general office routines
pereoensl in their operations established
and liaison, and in general organised to 'o
basis.
ted
ion
sent
Upon completion of the above non-recurring sotiitiea, sod as new
staff members become ?all.y profieient, it seems vious tnst a six
men staff will be excessive to the requirements for the routine
setivities of the Seetion.
a. Lu evalmetion of theZA must
fundamental differenees in the operation of the
pared to other aro* divisions.
The6eetion in a comperstiv.17 new
rseshing a point of stability
performance.
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a. The functions under which the 2ecttor is operating e adequate un-
til such time as a uniform or prototype steteeiuit iy be developed
which can be accepted for all like elements.
d. Revisions to procedures and regulatione, now in the develoLental
stage, may have an effect on the Section when pUbliehed, particularly
in the case of the stock room now operated be this ::;ection.
The use ot the word "lo isticen as Applied to the Section and ite
personnel in this division is more defiultive of its activities than
the word 'supple common4 titled elsewhere.
So
The grade stricture resulting from a recent survey
and V' ision appears to be sound in that t prov
support. in the logistics officer level. Current job
are realistic.
. The Section is to be comneeded for having taken
the preparation of detailed Loeietice enneeee for
jetty. These documents form the basis for all logistical and
toy calculations.
In this division, aa in all others, tlierc is need for the deve
rant of standards ioverning the issue placement and dispose
vehicles and action should be started along this line to, this
Division.
As noted in previousreports, there is need in all areas for a pro-
cedure -which will assure the immediate delivery to this headqearters
of reclarations of Trust for vehicles purchased from Agency funds UY
covert agents and other persons.
The Section should contact elements of the Logistics effic
responsibility for vehicles and real estate to assure that
records are not bine maintained under the provisions of recent
procedures.
General servic -ho ekeeping-adminiatrative type activities, as de-
titled in Tab 2, should be withdrawn from the Logistics eection and
assigned as additional duty to a clerk of appropriate grade and title
attached to the office of VAdmin in order to remove these low grads
duties from a specialized staff element and prevent their performance
by, or interference with, employees of a grade not coemeneurate with
the tasks.
The situation discussed in,Par
attention of the Livision Calief
be taken to bring about a more an
elements of the division Admin
personnel.
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ermine if agy action ahould
toey relationship between
the ?I staff and operating
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of the Agency regulation referred to
ion of the operati.onal supply rcor kr0
the for the section to operate the prsent
will not eziit and one (it) Logiup ,..)fficer position can then be ram'
mood from the section .
so The Comtism or provided by the Logisticsshould be u.tilissd
iemediately to the ent of his mission in the per mance of
any and all coordination& expediting, problea resolution and infor-
mation interchange between the Logistics Section and the soveral
eloments of the Logistics -:ffice., thus saving to the division the
time of Looletios Section personnel Who are now psrforming these
to-notions. This actiot& coupled with ovidanoe of present over-
strength discusood in Paragraph 3o4 sbou3. permit the lmoediate re-
lease of one TA position from the Section.
The Logistics section, now well on its wmy towarde table organizatic
and operation, and with personnel oriented and oeced in their
jobs, making full utillootion of the Coordinator, givcn reasonable
cooperation by staff and case officer personnel, and rolievod of the
mock roam and stock control activity and all non-speeialised daties
should operate easily with three (3) positions - two qualified logis-
tical officers and one conpetout clerk Loving typing ability. this
concluaion takes into consideratiou the problems peculiar to this
eielaion and the tact that the division has coaparotively fewer
projects, less personnel to deal with, and lover natoriel allotments.
zrtmeions.
the dovelQpment of a sot of oppro
evaluato requests tor the purchase/issue/
es, such standard to be in support
over-all atattment we under consideration by
Logistics Cffice.
'to That LLA/Admin iuitiitc the developmont of an enforcing neohaniam
to implement present pocedures concerning tho submission of Loclara-
tioos of Trust on vehicles purchasod by deep cover inoividuals from
funds provided by the Agency.
That CiA
situation
corrective
bring.tothe attention of tb
d in !"aragroph 3 for dote
he maw choose to initiate.
That all general ervic maministrativo housoeue C Og a*
detailed on Tab 2, be ramoved from the Loeistics ectin and ass
as additional duty to a clerk of appropriate oraoo in the ttice o
the Cjidmiu.
e. That ciAdmiza direct the C Logistics lotion to utilize the Logi*
ties Coordinator to the full extent his misaion in the performance
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n ortnation
Tib of the Logistics ectionjtR
positions immediate
h 3n and MO on full utUisa
of non-specialized tasks (5c above)
ion from staff and ease officer porso
reduced as
(2) One position whom the proposed operational stock room (sae
Paragraph 311) is installed and operating.
Attachments:
tbzu r
?ScalaciAL
Logistic*, Offics HoprosontatIves
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