INSPECTOR GENERAL SURVEY - EOD AND EXIT PROCESSING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP69-00011R000100060004-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 21, 2016
• Document Release Date: July 5, 2006
• Sequence Number: 4
• Content Type: STUDY

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INSPECTOR GENERAL SURVEY - EOD AND EXIT PROCESSING
RECOMMENDATION NO. 1:
"a. The Deputy Director for Support designate an EOD coordinator whose
duties shall include:
(1) Scheduling the orientation of new professional and clerical
employees and monitoring their attendance during the indoctrination
phase of their first two weeks in the Agency; and of professional
employees during the Intelligence Orientation on Communism courses
to conform with Agency training policy outlined in
(2) Reviewing periodically EOD briefings conducted by the Offices
of Personnel, Training, and Security to ensure that the content conforms
to Agency training policy, that superfluous material is not included, and
that sound instructional techniques are employed.
(3) Reviewing the practice of granting exemptions.
Vftr
(4) Reporting periodically to the DD/S on compliance of Agency
components with the training program.
b. The Deputy Director for Support amend
ko reflect the procedures
recommended above."
RESPONSE:
Concur. A. coordinator has been designated in the Office of Personnel. The
Directors of Training and Personnel have been instructed to develop appropriate
revisions to the Training Regulations.
RECOMMENDATION NO. 2:
"The Director of Personnel arrange to have the Monday morning escort for
professional EOD's report to the Main Reception Room at 8:30 a. m. to assist
the receptionists in greeting and badging the EOD's. "
RESPONSE:
Concur. The practice has been adopted.
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RECOMMENDATION NO. 3:
"The Director of Personnel include within the Monday EOD briefing to
professional employees a section on 'Helpful Hints on Living in the Washington
Area. "'
RESPONSE:
Concur. Action completed.
RECOMMENDATION NO. 4:
"The Director of Personnel or one of his Senior Officers make a brief
appearance at the Monday morning briefing to welcome the new employee to
the Agency. "
RESPONSE:
Concur. A Senior Officer from the Office of Personnel will participate
regularly.
RECOMMENDATION NO. 5:
"Every effort be made to conduct the six- to nine-months' interviews of
professional employees as outlined above."
RESPONSE:
Concur. We will implement this recommendation as soon as staffing of
our Placement Division permits.
RECOMMENDATION NO. 6:
"The Director of Logistics, as soon as other priorities permit, prepare a
plan for more efficient arrangement of the space used by the Office of Security
in processing new employees, taking into consideration that this is one of the
first work and briefing areas visited by the new employee. "
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RESPONSE:
Concur. The space arrangement for processing EOD's by the Office of
Security leaves much to be desired. No rearrangement of space at present is
being studied. The priority of other projects, including the lay-out and design
of office space in the Magazine and Ames Buildings, South and Central Buildings,
and the reorganization of the Clandestine Services south side of the Headquarters
Building, indicates that we should be in a position to study this situation and make
recommendations in about six months.
The final resolution of the space arrangement for all EOD processing is
directly related to recent decisions to seek a fourth building in Rosslyn and to
centralize all EOD processing in the Rosslyn area. Meanwhile, in order to
improve the general appearance of the briefing room and afford new employees
a favorable impression during their EOD processing, the following interim
actions are being initiated:
a. Certain equipment will be removed from the briefing room,
thereby increasing the seating capacity of the room and improving its
appearance.
b. The Logistics Services Division has been requested to undertake
minor renovations including painting it a more attractive color, installing
carpeting, adding pictures, and replacing metal armchairs with walnut
armchairs.
RECOMMENDATION NO. 7:
The Deputy Director for Support give consideration to having the talk by a
representative of the Office of Medical Services replaced by a brief description
of OMS functions during the lecture by the Office of Training on the organization
of the Agency, and suggestions on locating a family physician included in the
first-day briefing by the Office of Personnel. "
RESPONSE:
Nonconcur. We believe that the best interests of the Office of Medical
Services and the Deputy Director for Support are served by continuing to have
an Agency medical officer participate in these briefings. Other material than
the mere organization of the Office of Medical Services is covered in these
briefings, and a medical officer is best prepared to respond to any questions
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that a medical briefing elicits. We are now reviewing the substance of the
lecture our medical officer presents at these briefings to ensure that it
remains current and appropriate. We recommend that an Office of Medical
Services medical officer continue to participate in these briefings of new
employees.
RECOMMENDATION NO. 8:
"The Director of Personnel instruct the Chief, Placement Division:
a. To develop a more aggressive and efficient system for acquiring
unclassified work for the clerical pool which would include annual notices
on the availability of clericals to do unclassified work.
b. To devise techniques in addition to unclassified work projects for
keeping the clerical employees occupied while they await final clearance. "
RESPONSE:
Concur in principle. We are ready now to implement 8a by circularizing
a memorandum to Administrative Officers. We will consult with the Office of
Training about a program of films and perhaps other materials to be used in
implementing 8b.
RECOMMENDATION NO. 9:
"a. The Director of Personnel prepare for the Deputy Director for
Support and Executive Director-Comptroller a semi-annual review and
analysis of attrition personnel in grades 12 and above to identify per-
sonnel problem areas; and
b. Based on these findings, make recommendations to improve
personnel management in identified problem areas with the objective
of reducing the rate of attrition of key professional employees. "
RESPONSE:
Concur, but we are not sure that the semi-annual review proposed will
contribute any insights over and above the monthly reports. However, we will
adopt on an experimental basis. The Chief, Employee Assignment Branch,
Placement Division is our action officer for this project.
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RECOMMENDATION NO. 10:
"a. The Director of Personnel prepare a recommendation for the
Executive Director-Comptroller to ensure Agency-wide compliance with
hich specifies that employees be interviewed on retirement
plans one and two years before retirement.
b. The Director of Personnel consider the desirability of having
employees interviewed by their components five, four, and three years
before retirement in addition to the present two- and one-year interviews. "
RESPONSE:
a. Concur. We agree that there have been instances where employees
have not been interviewed by their components as required b
We feel that we can ensure Agency-wide compliance by a stricter contro
by the Office of Personnel and are taking steps to tighten our monitoring of
this requirement. A system will be followed that will require the Executive
Secretary, Agency Retirement Board, to contact components by memorandum
and remind them that prospective retirees must be interviewed at the two-
year point. In addition, we are adding a new provision to our present pro -
cedure whereby the Executive Secretary will send a formal memorandum to
the prospective retiree through his component one year in advance of the
retirement date. Acknowledgment of receipt of the memorandum by the
individual will be required.
b. Nonconcur. We do not feel that any change is necessary in the
present requirement for the five year, two-year, and one-year interviews.
We are adding a feature that will require the Executive Secretary, Agency
Retirement Board, to receive a response to his five-year letter within six
months of issuance. With the tightened monitoring of the two- and one-
year interviews, noted in (a) above, we feel that the interests of both the
employee and the Agency will be properly served.
RECOMMENDATION NO. 11:
"a. The Director of Personnel study what period of time is adequate
not' es who are stationed overseas, and that
bot e amended to reflect any changes that 25X1
may be considered necessary.
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b. The Director of Personnel initiate a further amendment of
tressing that it is desirable for Headquarters employees
retiring under the Civil Service Retirement System to give 90-days'
notice of retirement plans.
c. The Director of Personnel in future Headquarters Employee
Bulletins on the Agency and Civil Service Retirement Systems emphasize
the need for Headquarters employees to submit their requests for retire-
ment 90 calendar days prior to the desired date of retirement."
RESPONSE:
a. - b. The problem in delay of settlement of Agency affairs and
receipt of retirement annuity does not ordinarily stem from inadequate
notice of retirement but rather from the problems associated with the
individual's affairs at the time of retirement. With steps being taken to
improve the processing in unvouchered cases (reported on page 34 of the
survey report) the processing time before receipt of annuity should be
improved considerably. As far as advanced notice of retirement, we
believe that 90 days would provide adequate notice to the Agency of the
employee's intention to retire under either system. An appropriate
amendment t s being initiated.
c. Concur. Will comply in future issuances of related substance.
However, in view of the limited applicability of this problem of advanced
notice of retirement, a special Agency-wide Headquarters Employee
Bulletin appears to be an expensive way to communicate this requirement.
The regulation, should be enough but we are planning to bring this require-
ment to the attention of Agency Personnel Officers and Support Chiefs.
RECOMMENDATION NO. 12:
"The Director of Personnel direct the appropriate operating divisions of the
Office of Personnel to prepare and issue the revised separation code. "
RESPONSE:
Concur. A revised code has been prepared.
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RECOMMENDATION NO. 13:
"The Director of Personnel complete coordination of the proposed revision
o nd forward it to the Deputy Director for Support for issuance. "
RESPONSE:
Concur. The Regulation is now in the final stages of processing and we
expect it will be ready for publication within two or three weeks.
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