PROPOSED ACTIVITY PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05548A000100040004-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: December 20, 2000
• Sequence Number: 4
• Publication Date: January 17, 1964
• Content Type: MF

Approved For stele 2001/03J DP78-055488A000100040004-2
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CONFIDENTIAL
SUBJECT: Proposed Activity Program
1 7 JAN 1964,
1. The purpose of this memorandum is to give you a brief outline of
a program concerning my proposed activities for the next several months.
The dates used for completion of individual tasks are estimated and are
subject to change. I have only covered major items that have come to my
attention in relation to other activities. I firmly believe that all of
the below listed items should be given a real "hard look" and that savings
in manpower efforts can be developed and freed for more productive
efforts in other activities.
2. Fiscal Division - There are several areas within the Division
where I had spotted areas needing a "looksee" and are listed below:
a. Fiscal Processing Branch
(1)
The Cardex File - This is a manually maintained file where
the history of each claim is recorded. This requires con-
siderable manpower effort and in some ways duplicates other
records maintained in other Branches. It is believed
considerable "pay dirt" can be realized from a change in
the method of maintaining this information.
(2) The basic procedures used by this Branch should be reviewed,
especially since the accounting records are now maintained
on the 501 system and will permit a more flexible handling
of financial data.
(3)
To implement the determination that it is feasible to pre-
pare by machine mailing address slips for vendors that
have several billings each week. Present procedures call
for typing vendor's name and address on S.F. 1166 and on
the check.
b. Travel Branch
(1)
Advance Account Records - This Branch maintains a manual
record of each advance and its liquidation. This appears
to be a duplicate of the record now maintained through
the 501 system for the Accounting Branch and should be
considered for elimination.
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(2) Review the basic procedures currently being followed for
the Branch in its handling of Government TR's, unused
tickets, travel vouchers, and request for advances. The
review should be for the purpose of determining, if possible,
whether financial data now maintained on the 501 system
could be used for any of the present records maintained in
the Branch.
c. Payroll Branch
(1) It is my understanding that this Branch maintains a number
of manual records covering the Federal and State tax
accounts. It is believed that these manually maintained
accounts can be eliminated as the accounts and pertinent
subsidiary records are maintained by the Accounting Branch
thus freeing manpower for other efforts.
(2) Review any other manual records maintained by this Branch
as to need, adequacy, and could the record be mechanized.
(3) Review all machine listings now being received by the Branch
as to need, adequacy, and pertinent revisions required.
(4) Review operating procedures for purpose of streamlining and
mechanization of any phases that are appropriate.
3. Industrial Contract Audit Division
It is my underatanding that this Division maintains, by hand,
certain records dealing with payments to contractors. These
records will be reviewed and a determination made as to whether
the record should be mechanized. This item is similar to the
cardex file in Fiscal Processing Branch of Fiscal Division.
4. Confidential Funds Division
a. Compensation and Tax Accounts Branch
(1) Liaison with the Branch and ADPD in the conversion to the
501 system in the near future.
(2) Special attention will be given to the "contract" side of
the C&TAB procedures for the purpose of determining whether
any further mechanization can be developed.
(3) Review the manual controls maintained in connection with
the payrolls for possible mechanization.
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b. Operations and Liaison Branch CONFIDENTIAL
(1) Review the various procedures and records maintained by
the Branch for necessity and adaptation to mechanization.
(2) Review any machine prepared reports received in the Branch
for its use, adequacy, and necessary revisions.
c. Accounts Branch
(1) Review all machine prepared reports or lists received and
used by the Branch for adequacy, need, format,and timeliness.
(2) Review with recipients of each report sent out by the Branch
as to the adequacy, format,and timeliness of the report
(3) Make special review of major subsidiary account listings for
the purpose of establishing, if possible, better "work reports",
such as "management by exception" type reports.
5. Monetary Division
(1) Review the various machine prepared reports now being
received for adequacy, format, timeliness, and use made of
each by the Division.
(2) Explore any possibilities of using computer techniques in
the Division's discharge of its responsibilities.
6. Other
a. Office of Logistics
Property transactions processed by the Supply Division
through the 501 System in most cases affect the financial
accounts of the Office of Finance. Therefore, I will from
time to time become involved in the data processing pro-
cedures for this activity.
b. Office of Personnel
As there is a limited amount of data processing inte-
gration through the computer between the Office of Personnel
and components of the Office of Finance, I would anticipate
a certain amount of my time would be expended in this area.
Likewise, components of the Office of Finance receive various
reports prepared from Office of Personnel data. These reports
should be reviewed in each component as to the need for and
number of copies received.
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7. Operation AFAB
a. Immediate
ONFIDENTIAL
As of the writing of this memorandum it is not clear
as to my part in Phase 2 - Project FAN. If I am assigned
to the team to develop and install this procedure the next
three or four months will be consumed on this project alone.
b. Long-Range
(1) Provided Phase 2 or FAN System is adopted and installed
by 1 July 1964, then Phase 3, Project ARM, will be
undertaken in FY 1965 to be operative for FY 1966. One
of the major tasks to be accomplished under this project
is to mechanize the Confidential Funds Allotment and
Property Authorization Control records. I would expect
to play a major role in this activity. The accomplish-
ment and follow through of this project will consume
several months time.
(2) Phase 4, Project BED of Operation AFAB, has been
scheduled to be effective for FY 1967 budget and will
involve the detail accounting records, personnel records,
budget requirements, and computer services.
8. General
The above work areas point to only the major items to be
covered in the review; however, many other related machine
applications will be considered.
9. General Schedule of Time
This program of major work activities are anticipated to cover
the next two years. Some of the items will be covered simultaneous
and the following schedule should be considered as an estimate
only. The time estimated for each Division is based upon my being
able to spend approximately 90% of my time in each Division on a
continuous basis and assumes that the Divisions will provide
adequate assistance.
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CONFIDENTIAL
Paragraph
Location
Time*
2
Fiscal Division
5 to 6 months
3
Industrial Contract Audit Division
1 week plus
4
Confidential Funds Division
6 months plus
5
Monetary Division
2 months plus
6
Other
Logistics
Personnel
As Required
As Required
7
Operation AFAR
Project FAN
Project ARM
Project BED
3 to 4 months
12 to 18 months
As required
*Does not include follow-up time to new procedures installed. I
believe such effort is necessary.
25X1A9a
Assistant to the Director of Finance
for Automatic Data Processing
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