GENERAL GUIDELINES AND INSTRUCTIONS FOR COMPLETING ADMINISTRATION/MANAGEMENT REPORTS INVENTORY (FORM 142)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100180035-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: December 7, 2006
• Sequence Number: 35
• Content Type: REGULATION

Approved For Release 2006/12/07: CIA-RDP75-00399R000100180035-0
GENERAL GUIDELINES AND INSTRUCTIONS FOR COMPLETING
ADMINISTRATION/MANAGEMENT REPORTS INVENTORY (FORM 142)
1. Complete a separate form (Reports Inventory Form 142) for each
significant administrative/management type report. Feeder reports
that go into a significant report will be identified as an attachment
to the form which reports the basic report. Sources for the identi-
fication of reports to be inventoried include:
A.
Regulatory requirements including handbooks.
These
requirements can be determined by perusal
of
official
Agency regulations, notices, and handbooks
internal issuances directive in nature.
as
well as
B. Records of official forms. These records can be
queried automatically by functional code or office
of primary interest.
C. Management information systems both manual and auto-
mated. Reports used either as inputs to or outputs
of these systems may be determined by analysis of
summary computer runs or system specifications.
2. DDS/Functional Offices will include in their inventories all
reports prepared by them, or by other Agency components (including
OCS) in response to requirements levied by a particular DD/S
Office: (i.e. Office of Personnel inventory will include all per-
sonnel reporting requirements levied by OP on other Agency organi-
zational components).
3. Exempted Reports
Examples of reports exempted from this inventory are as follows:
A. Logs and operating documents such as purchase or travel
orders, travel authorizations, personal history statements,
requisitions, vouchers, invoices, time and attendance
reports, shipping documents, fitness reports, individual
tv1! F lar!? C
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medical records, classification or qualification forms,
individual training records, identification credentials,
catalogs, and supply bulletins.
B. Official reports of audit including responses thereto.
C. Nominations or recommendations of individuals for promotion,
training, or honor and merit awards.
D. Reports required for authorized fund raising campaigns.
4. In submitting their inventories to the Directorate Reports
Inventory Project Officer, Offices and Components should prepare
summary tabulations showing:
A. Total number of reports identified in two categories,
manual and computer produced
B. Estimated total annual costs of each category ( in
man hours and dollars)
C. Proposed savings goals in man hours and dollars
In determining projected savings goals, each significant report
included in your inventories should be reviewed applying the criteria
outlined in paragraph 4a(4) of Attachment A to Transmittal Memorandum
Number One (dated 17 June 1970).
5. Attached herewith are detailed instructions to assist personnel
in completing the Reports Inventory Form 142.
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DETAILED INSTRUCTIONS KEYED TO
ITEM NUMBERS ON REPORTS INVENTORY FORM 142
Distribution : Prepare in two copies, original to the Directorate
Reports Inventory Project Officer, copy to be
retained by reporting Office or Component.
Control Number: Use office abbreviation then number sequentially
(i.e. DDS/OL-102); use one series of numbers for
each office or component.
Item One Self explanatory
Item Two . Box entitled "machine-name listing" should be
checked for reports that are primarily name
listings containing an array of data on or about
an individual (personnel T/O runs, Finance advance
account runs, etc.).
Item Three . If more than one functional area is involved indi-
cate primary and secondary areas by including
number in appropriate box. The category labeled
"admin-general" should be used for management con-
trol reports that serve no specific functional
administrative requirement (examples are: (1) monthly
activity reports levied by a Branch Chief on sub-
ordinate units and (2) operational progress reports
required of field stations).
Item Four Show only total number of copies prepared; distri-
bution should be shown in Item 6.
Item Five Self explanatory
Item Six . Indicate number of organizational components or
offices receiving copies (or extracts from) this
report. Do not go below office or component level,
unless report is internal to a DD/S functional
office.
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Item Seven Self explanatory
ADP Processing number should be obtained from
summary listings prepared by OCS/Management Support
Division.
Cite Agency regulatory issuance, Federal statute,
or internal directives as applicable. Explain in
detail in Item 13.
Preparing Component: For reports internal to the
DD/S functional office, indicate down to Branch and
Section level. For reports prepared outside the
DD/S functional office in response to requirements
levied by a DD/S functional office, the parent
functional office should indicate generally where
report is prepared (i.e. Field Station Logistics
Offices, Area Division Personnel Offices, etc.).
Computer produced reports should indicate OCS as
preparing office and the organizational unit in
the DD/S functional office that receives the report
(i.e. that has levied the requirement for the report).
Item Eleven . Feeder Reports: Recognizing that what one office
considers to be a significant report may be used by
another unit as a feeder report, we anticipate
some duplication in our inventory. Nevertheless
we request that reports used as input to a report
identified for inclusion in the inventory be listed
and described in this item. Where possible costs
of feeder reports should be included in computing
the costs in Item 12 of the inventory form. Com-
puter produced reports used as input to manual reports
should also be identified in this section.
12A - Manual preparation and review costs - Include
man hours by grade level spent in assembling
data, writing, editing, typing, and publica-
tion of reports. Where applicable you should
include time spent by various levels of
management in their "use" of these reports
(i.e. numbers and grades of users who read
or act on the report).
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12B - Costs of Computer Produced Reports - If there
are additional man hours spent by the DD/S
functional offices in manipulating or manually
summarizing computer produced reports, include
that item in this section. The basic costs of
computer produced reports should be obtained
from data provided by OCS Management Support
Division (Source of this data will most likely
be the OCS Resource Distribution Report). In
as much as there is no precise cost data kept
on individual reports, costs of computer
produced reports will of necessity be summary
totals of all reports prepared for the DD/S
functional office establishing the reporting
requirement. It is the responsibility of the
DD/S functional office concerned to obtain
cost data from OCS.
Item Thirteen : It is important that careful consideration be given
to completing this section of the report as it will
provide the basic information needed to justify the
continued production of the report identified on
the inventory form. These justifications will be
subjected to detailed review by various management
levels within the office and must be certified as
valid at the Directorate level.
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