PROJECT ADMINISTRATIVE PLANS--SUBSTANTIVE REPORTING (CLASSIFIED) EXPENDITURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP68-00140R000100550034-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 19, 2016
• Document Release Date: May 19, 1999
• Sequence Number: 34
• Publication Date: May 11, 1955
• Content Type: MEMO

Approved For Release 2006/1 0/17: CAA
8-0014OR000100550034-3
9May 1955
MEMORANDUM FOR: Deputy Director (Plans)
SUBJECT: Pro ect Administrative Plans--Substantive Reporting
Expenditures
REFERENCES: a. Memo to DD/P from C/WH, sub : Project Administrative
Flans, dated 10 March 1955 (DD/P 1-539$)
be Memo to DD/P from C/PP, subj: Project Administrative
Plans,, dated 30 March 1955 (ED/P 1-5750)
c. Tab A, Synopsis of Development of Administrative Plans
1. The following quoted statement has been objected to by WH Division
(Ref a). The PP Staff has concurred in the WH position, recommended its elimi-
nation from the Administrative Plan and agrees with the adjudica-
tion of wording in future cases. Tab A presents an historical synopsis of the
evolution of Administrative Plans which led to the inclusion of this wording.
"based upon substantive reports of accomplishments and such other
information as may be available, continuing is warranted."
2, WH Division and PP Staff apparently feel that the basic certification
and approval of the expenditure report is ample evidence of the exercise of
command responsibility and that for an Administrative Plan to specify that
such certification is based upon reports of a substantive type or quality is
an impingement upon command prerogatives. PP Staff also feels that the inclu-
sion of the above quoted section calls for a duplication of a DD/P function
being carried out by the system of monthly reporting and the evaluation of each
project throughout that system.
3. Although Administrative Plans are mutually developed instruments to 1
assist in the operational as well as administrative management of a project, the\
DD/ has instructed the Project Administrative Planning Staff to include no re-
quirement in Administrative Plans which pertains exclusively to the exercise of
operational responsibility. PAPS has also been cautioned to insure that the
wording of requirements in Administrative Plans is acceptable in its normal
interpretation so that there will be no impingement upon DD/P command. respon-
sibilities.
4. This action by the DD/S immediately removed the reason for the
objection of WH Division and the PP Staff. In addition, it has been indi-
cated to me that the PP Staff, in its present effort toward revising the PP
project planning system, is incorporating a reporting requirement that the
appropriate operating level will submit a periodic statement of evaluation
on each project. Proper reflection of this report might constitute more
appropriate documentation of Agency fiscal records than the system now in
operation.
EMET
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5. It is important to note that paragraph 3.b. and a* of Reference A
cates dissatisfaction with the existing mechanism for ascribing primary
25X1
25X1
operational responsibility to case officers and approving officers by re-
quiring them to certify and approve financial documents evidencing the
proper expenditure As you know, the Director of Central
Intelligence has indicated his desire that primary operational responsibility
for any given activity be more precisely placed. As a corollary aspect of
this, our financial procedures would also be adjusted since financial and
operational responsibility are inseparable. Now with the revision of PP
project procedures this would a ear to be an ideal time to re-align the
operational responsibility for IIprojects, at least, with the evi-
dencing of the exercise of such responsibility onto appropriate administra-
tive documents.
6. The following are may recommendations: 25X1
a. That the Administrative Plan and all future PP
project Administrative Plans, bear an appropriate reference to the sub-
stantive evaluation to be made of the project. This action would con-
tinue until the imminent PP revised project planning system is issued.
(I recognize that it is a DD/P responsibility for determining the
necessity of or the requirement for the evaluation of any project;
however, in light of the present dearth of operational direction in
this field, I believe the inclusion of such a reference in the present
Administrative Plans is a blessing in disguise. When the revised PP
system is published, I have been advised that it will contain appro-
priate guidance and direction relative to substantive or evaluative
reporting. The Administrative Plans thereafter would need to contain
only an essential cross reference.)
be That my staff assist PAPS and PP Staff as required in order
to insure the use of wording in future Administrative Plans which will
be mutually satisfactory to administrative and operational personnel*
c. That PP Staff expedite the production of their revised project
planning system*
is That my staff draft the enabling support elements of the PP
system in collaboration with the PP Staffe,
e. That the DD/P require his Staffs to correct any existing
ambiguities as to the placement of basic responsibility for opera-
tional activities. (The DD/S elements, particularly this Staff,
will work closely with them in making any necessary adjustments in
Agency financial procedures to correct any inconsistencies with the
DD/P command concepts.)
25X1
Special Support Assistant
to the
Deputy Director (Support)
3 Enals. (see refs)
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CONTROL NO.
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SEC. CLASS.
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F MAT. DATE ROUTING
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FORM NO.
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FILE AND ROUTING SLIP
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