SURVEY OF AREA DIVISION BY FUNCTIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05747A000600010016-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 9, 2016
• Document Release Date: August 22, 2001
• Sequence Number: 16
• Publication Date: November 28, 1962
• Content Type: MF

AWIMMS; Cowwrsatl Deputy. 11 f
.. <
ComPtrollor
k.C 4 P78-05747A000600010016-6
28,
1K a iaf~ T.c i"l Actowittng Staff
: t 3 a er !I of r es Division
IF Fusetiowt
ua
tie staff. t olls" iesadiae
!
J ir-isia e t ividual from Laa
pe si r1? a individ
l
ra .
, s
nd t be r ee is c suggested outline. of item much
i __ ... _ onn"tioR with these a.w....r.. .._,. _ . _ _ _ - 0.R _
I
2. Att4tWw in draft fo
me ittee a e d a l tettre and IOWA M should be reviewed
and ,*mooted ",00 is s lParfict .I ter lim.sterThthoisi~e list sty still in draft form
reviewed
and will need to be edited and refit[, both a,s to content and fc t.
i, suggesti+ee concern this Tam arm* effect are as follows..
That the US Mober be in chrie
findings of the ft W and ruc+a rde in a office , 4 the
so that Simm all Offices have
been surveyed the results can b+e utilized for the preparation
of a cowreboueLvo
smart with aca
and t` ndstte e~ o"w4dus Viral coocln*teas
e. That t.
Attachment
Distribution;
Drib d 1 - Addressee
1-O&L
Approved For Relea
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104 with his dse to
y day h: with the area officer.
.so rka ..~ .. s~.ssfsaS urr1ceeta of the respective area c_
anomwt #"t' 0.6i..,..t qti
k
ass QeeW confine its survey in each office to At
ol
n
r --=wxMatxot q
action -
-of staffing to each individual
D. apetcific jastruct~ a et re: r......M ieea Wr p
the surw*w- respecting the scope and nature
4 - Flu DiV (Chrono)
- Surveys )`. -
CeaubtFD O&M
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 7 0574 00600010016-6
Cantrol . of allotsnnt.
gag of ob
Pias*se, Division records and
filss, Madpt Division files, etc.
4..
O
istance receivad Finance Division
uona, ndi
an of abli$tLons, flow of abliptisg and liquidating d
slessa~ate~~assistaace Ivan and received;
Division Chiefs and Deputies, uport Officers, Persil, l stics,
pre
on of Project, + Lnistrative Plans and fiscal free.
Caordittcnn
other ale uts,, rsjev of projects, etc.
if Staff, contract and amt per.scss.l, overt
:
c e c a sr+ac ts,~ hardship claims, record keeping, *t6
vie of project Proposals, notification to 3tattons of approval.s4b
to. .wit rep
1, headquarters and field,, records kept, corrective action
brief in
taken, written r,
 Approved For Release'2001/08/29 : CIA-RDP78-057400060001.0016-6
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 Approved. For Release 20011//0E/29 Q?IA' 8-05747A00060001 COLOT
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 Approved For Release 2001,
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Approved For Release.2001/08/'9 : CIIA- hk$=O9747A000600010016-6
 Approved For lease 2O
MEMORANDUM FOR:
~1~574-
1
1. The Comptroller Financial Advisory Committee recently reported on
to- d'r-~ j
two surveys it had conducted. One was concerned with ieh financial pro-
isfy more of the requirements, and if there could be some standi-
zation of approach to inquiry information, then, the offices felt
there could be possible saving in procedures and methods.
be a change in reporting requirements, if the machines could
cedures methods and techniques4 be improved or eliminated and the
46= P'a,
other with,h . The Committee arrived at the following conclusions:
"a. The procedures and methods problem is interrelated with the reports
problem. The two surveys, although conducted about nine months
apart, showed that most of the procedures and methods used in the
offices were designed to accumulate information required (1) by
the Comptroller for reporting purposes, and (2) to answer questions
raised in connection with budgets and operations. If there could
~~ iat zffices believe that what they are doing is satisfactory.
The Committee-reels that there is room for improvement but the
specifics cannot be loca,te& -fnr31zgh the present iii os i approach
of asking -- nothing short of a full-time on-the-spot review by
a task group can do the job."
2. Two of the recommendations made Z)y the Committee are as follows:
"a. The Comptroller prepare a document describing the kinds of finan-
cial data currently available.' Such a document could be used to
offset the common complaint t)at the offices are not aware of the
kinds of data available and, therefor, establish their own system
to obtain data that may be readily available from a source within
the Office of the Comptroller.
b. A small task group (not more than three) be appointed to work
full-time on an office by office survey to review working methods
and procedures and to deteraine the financial data and reporting
requirements. It is felt that a technically qualified group is
in a better position to fe2ret out unnecessary procedures in an
office and to assist the office in determining requirements for
financial data. Such a gr)up, to be of any value, must be able
to devote full attention tc assisting the offices; the members
should be free of all other assignments....."
3. A Task group consisting of chairman,
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and is appointed to comply with the recommendations.
The document describing the kinds of financial data should be ready for
distribution by 15 March 1963. The office surveys should be undertaken
immediately and reports issued as each office survey is completed.
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 Approved Fo.lease
MEMORANDUM FOR: Comptroller
SUBJECT : Financial Advisory Committee Surveys
18 OCT 1962
1. The Advisory Committee recently requested each of the offices to
submit comments concerning which financial procedures., methods and techniques
could be improved or eliminated. Earlier in the year., a financial reports
survey had been conducted. The Committee arrived at the following conclusions
on the survey results:
a. The procedures and methods problem is interrelated with the reports
problem. The two surveys., although conducted about nine months
apart., showed that most of the procedures and methods used in the
offices were designed to accumulate information required (1) by
the Comptroller for reporting purposes., and (2) to answer questions
raised in connection with budgets and operations. If there could
be a change in reporting requirements, if the machines could satisfy
more of the requirements,, and if there could be some standardization
of approach to inquiry information, then., the offices felt there
could be possible saving in procedures and methods.
b. Most offices believe that what they are doing is satisfactory.
The Committee feels that there is room for improvement but the
specifics cannot be located through the present informal approprA
of asking -- nothing short of a f attCw t Yf-tspot- rrJ dew by
a task group can do the job.
2. The suggestions for procedural improvements have been forwarded to
the Technical Accounting Staff for review and evaluation. Because most of
the comments dealt with technicalities rather than proposals for major changes
it is doubtful that any material savings'in manpower will result.
3. The reports survey did reveal ?, major weakness in our system --
there is a clear lack of understanding .s to the kinds of financial data
available and,, most interesting., how the data can be used to improve finan-
cial controls and management in generaL. There appears to be a feeling that
the Office of the Comptroller is issuing reports it wants without complete
concern for the operating office. Of course., this is not true but does
point up the need for better training (or education) in the composition and
use of financial data. The general observations were:
a. Much information is duplicated in various reports.,
b. There is an unusally largenumber of reports required for budget
purposes only as compared to those presently required for operating
purposes,
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 c. The use of revolving funds for procurement purposes be reconsidered
as a means of simplifying property accounting procedures.
d. Expedite the move towards mechanized centralized accounting; the
Committee feels this approach holds the greatest potential for
manpower savingse
or the
F'-nancial Advisory Committee
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# CIA INTERNAL LJO -
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c. Universally poor identification of reports and the data contained
in them, and
d. Timeliness -- the reports are generally considered to be too late
to be of any value other than budget preparation.
4+. In view of the need for better and more timely financial informa-
tion, the objective to make the most practical use of machines, and the
desire to conserve manpower the Committee makes the following recommendations:
a. The Comptroller prepare a document describing the kinds of finan-
cial data currently available. Such a document could be used to
offset the common complaint that the offices are not aware of the
kinds of data available and, therefor, establish their own system
to obtain data that may be readily available from a source within
the Office of the Comptroller.
b. A small task group (not more than three) be appointed to work full-
time on an office by office survey to review working methods and
procedures and to determine the financial data and reporting require-
ments. It is felt that a technically qualified group is in a better
position to ferret out unnecessary procedures in an office and to
assist the office in determining requirements for financial data.
Such a group, to be of any value, must be able to devote full atten-
tion to assisting the offices; the members should be free of all
other assignments/ An adequate job, as conceived by the Committee,
could require up to three years df -stuffy. -This" does not scan that
no results would be obtained until the total survey is completed.
On the contrary, since.each office appears to have its own system,
improvements should be effected,with each office survey.
Committee Members:
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D/P
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 or Release 2001/08/29 : CIA-RDP78-05747A000600010016-6
m. 22 South B1
UN
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App
7 Use previous editions
FORM 2-1
6o- 23
w-NDER
WILL CHECK CLASSATION TOP AND BOTTOM
LENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
C)
2
25X1A
3
4
5
6
ACTION
DIRECT REPLY
PREPARE
REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Attached is a brief report on the financial
proce((ures_and reports surveys. The report
reflects unanimous opinion other than in
par. 4 b (not all members felt the series of
office surveys might require up to 3 years
to complete). The Committee desires to .et- -
with you to explore more fully some individual
views and to discuss any questions you may
have.
FOLD HERE TO RETURN TO SENDER
FROM: NA AND PHONE NO.
DATE
R
10 18 62
0810 O-Al 6
(40)
U.S. GOVERNMENT PRINTING OFFICE : 1961 0-587282
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