(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04723A000100010001-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 12, 2016
• Document Release Date: August 26, 2002
• Sequence Number: 1
• Content Type: BRIEF

Approved For Release 206% . CIA-RDP78-04723A000100010001-4
Briefing Notes
1. A few of the Information Processing Activities now operating
in the Support Directorate are:
c. Computer assisted photo composition to print a variety
of Agency publications beginning with NIS. (EPIC)
d. Monthly reports on the amount and type of space, occu-
pancy, and use ratios in metropolitan Washington Area.
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f. Data communication link between Office of Security and
exchanging name trace requests in machine 25X1A
language.
2. Why SIPS?
a. Systems are inefficient-growth was piece meal to solve
one problem at a time-Same information must be put in
separately for each of several systems, name, date of
birth address, career service, date of grade.
b. Flexibility has been used up-unable to respond to new
requirements-The need to provide for another deduction
in the payroll system permitting deposits to the credit
union required a make-shift add-on. Cannot handle is-
c. Systems are independent units; difficult to communicate
between them-Payroll information generated in Personnel
systems produced in hard copy-processed manually to
Finance where it is reconverted to machine language to
be entered in financial systems-financial systems are
completely independent from property systems. May be
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as many as 14 different numbers to identify each em-
ployee. Payroll, Insurance, Credit Union, social
security, security file number, polygraph file number
etc.
d. Information out of date by time reports are produced.
Information recorded manually. At end of reporting
period it is converted to punched cards or punched paper
tape for input to the computer which may take two or
three days. Another two or three days may pass before
reports are distributed.
a. Overcome inefficiencies and problems of patchwork devel-
opment by designing systems based on total functions
with common data bases to serve as many functions as
possible.
(1) We expect to reduce duplication of input in a
ratio of about 30 to 1; that is, data items
will be entered once where they now may be
entered, or be repeated in the files, as many
as 30 times.
(2) Present Human Resources systems produce 783
reports. We expect to reduce that volume by
at least two-thirds. Financial resources
systems produce about 80-85 reports and we ex-
pect to reduce that number by about one-half.
(3) In the materiel resources area there are hard
copy files containing about 2.5 million pieces
of paper . SIPS will eliminate about 60% of
this volume.
(4) Requests for personnel action may be typed and
re-typed as'many as 15 times in the present
system. We expect one typing to suffice.
(5) In the materiel system where we now produce a
4,000 page report biweekly for manual posting
in the stock management system we will have
automatic updating of stock status through the
requisitioning system. This will eliminate
the 4,000 page report and its manual posting
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and may make 6-8 positions available for use
elsewhere.
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b. We expect to improve flexibility by taking full advan-
tage of the capability of third generation equipment
using random access and time sharing features, and by
improving methods of file design. More than 11,000
man hours were expended in writing computer programs to
respond to special requirements during 1968 to answer
questions we would expect to respond to in a few hours.
Some examples are:
(1) The study of the quality of the Agency's pro-
fessional input.
(2) The recently adopted language policy requiring
identification of positions where language
proficiency is necessary and the recording of
levels of proficiency tested and claimed by
individuals.
(3) Retirement information, such as the number of
employees who will have less than 30 years
service at age 60.
(4) Special reports to handle the management succes-
sion problem, project vacancies, and develop an
advanced staffing plan.
(5) Any number of incidental reports and actions such
as identifying people who served a year or more
in Vietnam after 1960; the requirement that ZIP
codes be printed on W-2 forms, the requirement
FEGLI insurance be withheld from salaries of re-
employed annuitants and so on and on.
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SECRET
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c. System Communication will be improved by the common
data base feature and the design of systems based
on total functions. Where we now have 32 separate
systems in the human resources area we expect to
have six in the SIPS design.
d. We will improve the timeliness of data by using time
sharing systems and electrical communications.
(1) Requisitions which currently take 5 or 6 days
to process will be filled in less than one day.
(2) Requests for supply information will be answer-
ed in a maximum of 24 hours where they now take
3 or 4 days.
(3) Status of funds in terms of obligations and ex-
penditures at field stations as well as head-
quarters will be updated and available for query
daily instead of lagging 45 to 60 days as is the
case in present systems.
4. Functional units of SIPS will be implemented incrementally. A
few are already operational or in the process of being implemented.
a. Information about contract personnel, including pay,
allowances, benefits, contract terms and assignment
data, has been collected and consolidated for the first
time. The system is designed to provide management
with information relating to manpower controls and
costs.
b. A system to produce the actuarial valuations of the CIA
Retirement and Disability (CIARDS) system will be fully
operational in October 1969. In addition to actuarial
studies, this computer system will automatically compute
individual employee eligibility for participation in the
CIA Retirement System. It will project information about
the numbers of participants eligible for voluntary and
involuntary retirement by date and other similar infor-
mation for personnel management and planning. Parts of
this system are already operational.
c. Obligation and expenditure transactions are being elec-
trically transmitted daily from the Far
East. Status of funds reports through 31 July were
available in the field within 48 hours. This system
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will be evaluated after 90 days of experience with it
(after 30 September) and decisions reached about its
value and practicability for extension world-wide.
If adopted, bookkeeping work load in the field will be
reduced by at least 50%. Divisions and Stations will
have current information about the status of their funds
at any point in time. This should eliminate the prob-
lems we have had in Vietman with over obligations each
of the last few years.
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