IMPROVEMENT OF THE MIS

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73T00325R000100020039-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 28, 2016
• Document Release Date: June 3, 2008
• Sequence Number: 39
• Publication Date: February 17, 1970
• Content Type: MEMO

17 February 1970
MF.\1ORANDUM FOR: Chief, Plans &Programs Division, PPBS/NPIC
.SUBJECT. . Improvement of the MI S
1. Management throughout the Center has expressed concern for
the lack of timeliness of the MIS reports.
2. This concern was stated at the time of
3. Today the situation is,wor Updates take upwards of 14 -days.
MIS study
when- in fact at that time the MIS' update required 7 _to 1!O days.
.-too-- long- to- be_ of -.value-to most users expeci ally the- :__... 7 7
4. To bring this. problem-into. focus'-lot. us review -the .. memorandum
of agreement between PPBS and PSG/AID -of -2.5 July 196 _whi.ch dealt with
the realignment of-functions, responsibilities,-.and personnel associated
5~._. -Five people id ere : transferred" to-AZD and t}iey here to perform
a. The collection and verification of manhour data (recorded
the- following- act-ivities :
on time sheets) and submission: Hof these- data to-the Operations
Branch,_AIDIfor input to the computer based Management Information.
System. -
lb.'-The-collection:-arid verification of project data. (e.g. project
information work phase notices, products, etc.) and submission
.of these :data- to the Operations Branch, AID for inclusion in
the MIS.
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D R A F T
the MIS.
d. The preparation of algorithms for the retrieval of information
from the HIS and the-collation and. presentation of this information
activities. essentially only activities 5.a and 5.d get any
which require minimum manual extraction and formatting 'operations.
e. The continuing review,and'redesign of 'system components of
7. The other-three people have been. transferred to other types
of work considered much more critical.
f. Serve -as---the - interface between-operational and developmental
components-of-AID and-MIS -customers in all matters pertaining-to---
6. Today only ^tiLr individuals --are_ associated- with the above--
c. The maintenance (e.g., updating and. purging) of data contained
in the MIS.
in a format mutually agreed to by AID and PPBS. This will, however,
be limited to those services amenable to existing MIS software and/or
the MIS in-an effort to improve MIS products and meet the changing
demands of MIS customers-as determined by PPBS, in consultation with
After--observing the work of the AID MIS staff I would agree
people are sufficient to--carry on the above MIS activities
certain changes in policy and procedures take place.
9. In terms of policy the MIS must be given a higher, priority for
8.
that two
provided
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10. In terms of procedures I would recommend that the now.-
essentially-manual input data editing sub-system of the i4IS be revised
to take advantage of the computer to verify, correct and input the MIS.
data.
11. This would provide more time for the MIS staff to perform
activities 5.b, 5.c, 5.e, and. 5.f.
12. Before.I detail my recommendations I will discuss other problems.
13. For several years now each time-an improvement to the MIS
was sought the method used was to go, out-and ask the various groups and
divisions what sort of improvements they would-like. -
14. All sorts of nebulous answers would come--back ---
.-too many__
or not enough activities codes - too many or not enough .project_ilwnbers no skill codes ------too many'-errors- in system etc. - - = - -
15. Either these are problems or they are not --- no one knows
for sure -- because-very few-studies have been-made -- and-the few
-
studies that have--been made have used- inaccurate MIS-data- to prove
that the data itself was inaccurate-.
---- ---- -
16. To put this aspect of the-problem into focus let us again -
review the memorandum of agreement-betti;ween PPBS--and -PSG/AID -in- terms-.
of the activities " to be performed by"PPBS. -
a. Determination of management data elements which should
be recorded in -the--MIS.- -
b. The determination of the information elements which
-should be extracted from the MIS.
c. The analysis of data extracted from the MIS.
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d. The preparation of management analysis reports based
in whole or in part on information extracted' from the MIS.
17. Certainly PPBS has involved itself in these activities,
however, this is not enough. PPBS must take steps to authenticate the
information in the MIS. PPBS must analyze the information elements to
determine whether there is misuse, whether the information is relevant,
and to make inferences about the system asa-whole. Only.in this way
can we determine the approach we are to take to.develop a new system:.
18. In essence then we need both an auditing system (a vital.
aspect of any MIS which has never existed. in our system) and a data
element analysis system. _
Recommendations
_1.' PPBS/RAJ) take on the role.of Center MIS coordinator.
a. To some extent RAJ) has this role. since it chairs
--the.PMB, handles, requirements,__ issues project.numbers
and inputs work phase notices. _
b. However, more has to be done in the--area-of ~ auditing
.__the system and drawing inferences from the data-elements
about the system.
2. PPBS/PPD task PSC/AID to develop an input data verify and
edit. sub-system to the MIS.
3. PPBS/PPD develop an auditing and-analysis system.
4. --'PPBS/PPD-develop a new production control system-.-..
a. The parameters of this system have been set.
b. This system is in line with the new MIS concept of
an operational control system..
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Preliminary MIS - Input Data (Man Hour) Verifyt;) Edit?jand Correct, Audit,
and Analysis9work paper and flaw chart.
0.
OPERATING PROCEDURE
1. Each group within NPIC will be responsible for getting their
time cards key punched and transmitted to the U-494 via Dct 2000
by 1600 hours on Tuesday of each week.
2. Error listings will be returned via Dct 2000 to each group sub-
mitting time cards.
3. Each group will correct all errors and resubmit the corrected
time cards via Dct 2000 to the u-494.
4. Two additional copies of all errors will be produced at the
Central Computer facility for distribution to AID/SIS and PPBS/RAD.
5.
Components resident in building 213 and users of the MIS but not
members of IEG, PSG, TS&SG, or PPBS will submit their time cards
in such a manner as will be decided by Chief, AID.
SYSTEM REQUIREMENTS
1. The system will require that tables of all active projects,
activity codes, and component codes be stored in the computer for
tim nand
alidation purposes.
2. In addition, a table of NPIC skill codes will be stored within
the computer for each individual. On input of man hour data a
table lookup will be performed selecting for each individual by
badge number the correct skill code for that individual.
3. The skill code will become part of the man hour data record
stored on the drum.
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Much of the effort required to complete the weekly MIS update
is of a manual nature.
This process is long and laborious, and does not guarantee that
all errors which may be present in the man hour input data will be
found or if they are found will be corrected in a timely fashion.
The purpose of this request is to streamline the process by which
the MIS is updated and to provide a means to verify and correct,
audit, and analyze ,the weekly man hour data from a remote access
device.
There are three phases to this system:
1. To design and implement by 1 July 1970 a remote access
system to verify, edit and correct drum stored MIS man hour data.
2. To design and implement by 1 October 1970 a remote access
system to audit the weekly MIS man hour data.
3. To design and implement by 1 January 1971 a remote access
system to analyze the weekly MIS man hour data.
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NPIC/PPBS/PPD-O1/70
(2) However, more has to be done in the area of
auditing the system and drawing inferences from the
data elements about the system.
b. PPBS/PPD task PSG/AID to develop an,input data verify
and edit sub-system to the MIS. .
c. PPBS/PPD develop an auditing and analysis system.
d. PPBS/PPD develop a new production control system.
(1) The parameters of this system have been set.
(2) This system is in line with-the new MIS concept
of an operational control system.
9. The proposed MIS modification would comprise:
a. Development of a remote access system for the U-494.
(1) To provide PSG/AID the tool by which to verify,
edit, and correct MIS input data and to provide a timely
(weekly). MIS update.
(3) To provide PPBS/RAD the basic MIS data by which
analytical studies can be made.
(2) To provide PPBS/RAD the tool by which to audit
the MIS input data.
b. Establishment of a basis of understanding between all
components and the MIS.
(1) To minimize the misuse of the system.
(2) To streamline the system so as to make it trim and
relevant.
(3) To set the stage for a future real time, MIS system.
c. of information input into the MIS but lost
once the update is made.
10. Concepts basic to this modification are:
a. Time sheets will be modified to include the entry of, the
agency occupation (skill) codes.
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