ADP MANAGEMENT INFORMATION SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04723A000200020021-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 12, 2016
• Document Release Date: August 9, 2000
• Sequence Number: 21
• Content Type: MEMO

we A e 4, 9
Approved For Release 2002/02/12 : CIA-RDP78-04723A000200020021-0
D RAF T
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
Washington, D.C. 20503
(Date) CIRCULAR NO. A-
*OMB Waiver Letter In ERU File*
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: ADP Management Information System
1. Puy pose. This Circular prescribes the establishment and maintenance
of an information system which will: materially assist in meeting the
requirements of Public Law 89-306; establish and maintain a perpetual
inventory of electronic data processing equipment, and facilitate
improved management of automatic data processing activities at instal-
lations, agencies or departments, and of the Federal establishment. The
attachments to this Circular describe the basic sub-systems for inventory,
utilization, manpower and cost, and acquisition history and require the
preparation and submission of input data by data processing techniques.
Additional sub-systems concerning selected information on program plans,
budget requirements, equipment and software performance, applications,
and personnel requirements will be developed at a later date to blend
into an overall management information system for ADP.
The management information system requires the establishment and
maintenance of a data bank at a central point for Government-wide'data
and also requires the establishment and maintenance of a data bank at
a central point within each agency to facilitate and improve the management
of the ADP program within an agency or between agencies.
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This system is designed to produce information for a variety of
management levels which will be useful in:
a. determining the scope, nature and cost of ADP activities on an
activity, installation, agency-wide and Government-wide basis;
b. shaping ADP management policies and evaluating the effects of
such policies;
c. providing broad indications of effectiveness and efficiency in
ADP operations;
d. negotiating improved terms and conditions for Federal Supply
Schedule contracts, based on a more comprehensive picture of current
and'projected ADP operations.
e. planning and effecting the redistribution of intra and inter-
agency excess ADP equipment;
f. operating Regional Sharing Exchanges and Service Centers and
arranging for joint use of ADP equipment and serviceso
g. exchanging information and experiences among ADP installations
and agencies having common applications and problems;
h. assessing the need for and the potential impact of ADP standardi-
zation and research activities, based on a more comprehensive, picture of
current and projected ADP operationsq
i. providing comprehensive and timely data to facilitate internal
management decisions;.
J. establishing and maintaini.ng a perpetual inventory data bank
for electronic data processing equipment at the General Services Admini-
stration for Government-wide use and at agency level for data appropriate
for internal use.
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2. Scope. This requirement is applicable to certain organizations and
equipment as follows:
a. _Organizations. Inputs to the ADP Management Information System
organizations 6or ADP unit hich:
are required from all Federal. agencies having
(1) use or plan to use ADPE.
(2) acquire or plan to acquire ADP services (i.e., services for
machine time, operations, and maintenance; systems analysis and design;
programing; training; and studies or advice on equipment acquisition,
selection and use) from Government or other sources.
(3) have organizational components which perform ADP functions
such as coordinating ADP programs and activities; developing, programing,
and implementing systems; reviewing, recommending, or selecting equipment;
approving the acquisition of ADP equipment or services; or providing ADP
services on-a consulting or project basis for agency ADP units.
(4) have Government contractors (including educational institu-
tions and other not-for-profit contractors.or organizations) who operate
ADPE in the performance of work under cost reimbursement-type contracts
or subcontracts when
(a) the total costs of the equipment are applied as a
direct charge to Government contractual obligations, or
(b) the equipment was acquired or is planned to be acquired
by the contractor to perform his contractual obligations, or
(c) the equipment is furnished to the contractor by the
Government, or
(d) the equipment is installed in Government-owned,
contractor-operated facilities.
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b. Automatic Data Processing Equipment (ADPE) includes general
purpose electronic data processing equipment (EDPE) and punch card
accounting machines (PCAM or EAM). These are defined as follows:
EDPE - A machine or groups of interconnected machines
consisting of input, arithmetic, storage, output,
and: control devices which use electronic circuitry,
operate on discrete data, and perform computations
and logical operations automatically by means of
internally-stored or externally-controlled programed
instructions. All peripheral or off-line data processing
equipment in support of ADPE is included in the electronic
data processing equipment category.
PCAM - Machines and equipment using punched cards as input-
output media to record, verify, sort, list, tabulate,
select, collate, merge, and total data.
3. Coverage The ADP Management Information System requires inputs on
ADPE Inventory, EDPE Utilization, Summary ADP Manpower and Cost, and EDPE
Acquisition History from all Federal agencies which meet the criteria
specified in this Circular but recognizes that electronic data processing
equipment operate under a wide variety of environmental conditions and that
valid reasons exist to establish management classifications for certain
categories of computers. These classifications provide partial or full
reporting exemptions as follows:
a. Partial Exemptions
(y weapons ys ems Equipment. EDPE which is not built or modified to
special Government design specifications but is integral to a weapons
system is exempt from EDPE Utilization and Summary ADP Manpower and Cost
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reporting only,
(No. A- )
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,2) Control Systems Equipment. EDPE which is an integral part of
a total facility or larger complex of equipment and has the primary purpose
of controlling, monitoring, analyzing, or measuring a process or other
equipment is exempt from EDPE utilization reporting only.
(3) Mobile Systems Equipment. EDPE on ships, planes, vans, or other
mobile installations is exempt from EDPE Utilization reporting only.
(4) C'>assified Systems Equipment. EDPE, the physical location of
which is classified, is exempt from EDPE Utilization reos't__i_non ?
In other reporting, location information which is unclassified should be
used.
(5) Reutilization Equipment. Government-owned EDPE acquired through
Government reutilization programs is excluded from EDPE Acquisition
History reporting only unless it is further excluded in accordance with the
criteria specified in this paragraph.
b. Full Exemptions
(1) A:ialog computers are exempt from the provision of this
(2) EDPE which is built or modified to special Government.
design specifications and is integral to a weapons system is exempt from
the
tkis provisions of this Circular.
1+. Reporting Frequency. This system is intended to become operational on
January 31, 1967 and will require that mechanized reports in the formats
indicated in the attachments to the Circular be prepared as of" January
31, 1967 for ADPE Inventory, Projected EDPE Gains/Losses, EDPE Utilization
and Summary ADP Isunpower and Cost. The continuing reporting schedule
subsequent to the initial reports of January 31, 1967 are as follows:
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Report
Frequency
Equipment Covered
EDPE
PCAM
ADPE Physical Inventory
Each June 30
X
X
Projected EDPE Gains/Losses
Each June 30 and
x
December 31
Perpetual Inventory Inputs
Upon installation
X
(Actual EDPE Gains/Losses)
or release
EDPE Utilization
Each June 30 and
x
December 31
EDPE Acquisition History
After performance
x
period and accept-
ance of EDPE
Summary ADP Manpower and Cost
Each June 30
X
X
5. Reporting Dates. The initial reports stated in the preceding paragraph
will be submitted to the Management Information System Central Processing
Point, 7th and D Streets., 8.W.., Washington, D.C. 20+07, by March 1 - 1967.
Subsequent reports will be submitted to the same address as follows:
Resort Due Date
?ADPE Physical Inventory 30 days later
Projected EDPE Gains/Losses 10 days later
Perpetual Inventory Inputs 2 days later
(Actual EDPE Gains/Losses)
EDPE Utilization 20 days later
EDPE Acquisition History 10 days later
Summary ADP Manpower and Cost 30 days later
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6. Reporting Formats. All reports required by this Circular will be
submitted on punched cards in the format specified in the attachments
hereto. The only exception to the punched card submissions will be
for those activities not having ADPE capability. In such cases reports
will be submitted in narrative form and in the sequence prescribed for
the punched card formats.
7. Transmission. In order to maintain comprehensive and timely
information and exploit the capabilities of the prescribed mechanized
formats the transmission media should be the most expeditious means
available.
8. Rescission. Bureau of the Budget Circular No. A-55 is rescinded.
CHARLES L. SCHULTZE'
Director
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(No. A- )