PICCIP STAFF STUDY

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78B05171A000600010008-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 28, 2016
• Document Release Date: March 30, 2004
• Sequence Number: 8
• Publication Date: November 16, 1970
• Content Type: MFR

Mal
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PIPIC/TSG/RED/SDB-052-70
16 November 1970
MEMORANDUM FOR THE RECORD
SUBJECT: PICCIP Staff Study
Statement of the b ective
1. Rationale and explaination of options of PICCIP,
an ADP machine based contract reporting program, providing
information for Center use and inputs to the DDS&T Contract
Information System.
itistr r
2. In June 1963 NPIC agreed to begin providing inputs
to the DDS&T Contract Information System (CIS). This task,
initially levied on TSG/PPS, was transferred to TSG/RFD in
October 1969. The move was carried out in an effort to
facilitate rapid updates to the System..
3. Until the surer of 1969, NPIC/TSG/RED has been
using the sheets in attachment 1 (CIS forms 2799 and 2799a).
In June 1969 it was determined that the then current' project
sheet was not providing sufficient information for FD
management. The sheet in attachment 2 (IP'M 561.) was then
developed. This was used internally in addition to the
2799 and 2799a still completed for the DDS&T. .
4. By December 1969 it was determined that several
errors still oxisted in the Contract Information System in-
puts of RED. a RED co-on, was given the job
of correcting the entr es, and he worked at this during his
three-month tour from December 1969 to karch 1970.
5. By March 1970 most of the major problems had been
solved, but the lack of display of obligated amounts in the
DDS&T reports remained. Sixteen hours of effort in June 1970
located the difficulty and provided necessary coordination;
obligated amounts are now appearing.
Declass Review by
NIMA/DOD
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SUBJECT : PICCIP Staff Study
6. Two major problems remain, however:
a. There exists no convenient method of obtain-
ing summary information (such as a list of all con-
tracts a particular officer is responsible for or a
listing of all contracts in a particular State) ex-
cept by vigorous and time consuming manual techniques
using our internal forms.
b. There exists an 85 per cent duplication of
information between the DDS&T forms 2799 and 2799a and
RED's internal sheet IPPM 561. This leads on to ex-
tensive duplication of effort in updating the forms
and, as a consequence, increases the chances of intro-
ducing human error in transferring information.
7. In an attempt to correct these problems, a program
for the Univac 494 computer in has been de-
veloped. This program has the following options:
a. Entry of contracts with an immediate listing
of the raw data, giving the operator a record of
what was entered. The subroutine has error checks
that will automatically cause an abort on any
major error in data formatting.
b. Printout of a single contract record so
current information may be determined.
C. Printout of the entire contract file upon
entry of PRINT via cards or teletype.
d. Printout of all contracts a particular officer
is responsible for when his name is typed into
the computer.
e. Printout of six concise lines about any con-
tract upon entry of the contract title.
f. Printout of six information lines on a con-
tract upon entry of the relevant NPIC Management
Information System (MIS) number.
g. will provide a listing of all contracts in a
State upon entry of any State name.
2
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h. Upon entry of the abbreviation SCHED, a
sheet showing approval milestone completion
dates for each year's program will be produced.
In order to prevent the monthly contract listings
from becoming massive stacks, three other o=-1tions are
available that reduce the output.
i. CPLA? -- prints out a complete record of plan-
ned items.
j. ACTVE -- prints the active contract record
k. CMPLT prints a complete record of all com-
pleted contracts.
ain housekeeping and liason functions are also
1. DELES' - provides for the removal from the
file of any contract. This is useful either
upon cancellation of a planned program or to al-
low for the re-entry of a record if the data in
the file is totally "garbled."
In. UPDTE - allows for the line by line correction
or updating of information in the file.
n. PUNCH - will cause a search of the file to
occur. Any lines changed since the last time
this feature was exercised will be punched into
IM-1 cards in a format identical with that re-
quired by Headquarters for the DDS&T Contract
Information System while at the same time a list
of items being punched will be printed for our
records.
8. The design of the program is such that additional
features may be conveniently added.
9. f"} e main advantages of the system are :
9.1 Provides for the complete integration of the
kte.adquarters' CIS with RED's project management sheets
while providing both with just vAiat they need and
nothing else.
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Lt :c"~'" 'ICC P Staff `tug y
9. lijairates the need for manually develop-
inq special reports or summaries needer by division,
.IroUp , or Center 3 }anag :M ent .
9.3 Provides for the automatic production of
'_1eadquarters' inputs and publication of regular in--
building reports.
9.4 :i nificaftly re uces chances for error as
one input serves both systems while at the same time
reducing clerical time required.
10. All report routines are output only. This eli:i.--
i ates chances of accidentally damaging the file. only
those having a ne=ed will be provided with instructions on
techniques to change the information in the file.
11. in order to prevent a -Jam up' of output at re mmote
computer terminals, certain routines will be restricted tot-
t-acfzine room access. only those requiring a complete pr
out of the entire contract file and those needing the card
paunch are so restricted. This in no way restricts complete
that required for six lines on all con--
such as ... e
,tracts .tracts of an office, as this would usually produce only two
or three pages; andi such searches are available from all
remote terminals. These routines, accessible from the
.iachino room, will be available on 24 hour service. A
request would be left one day and picked up the next.
12. The development of this system has been fully
coordinated with the LDS&y Management Information Officer
4I , who is responsible for operation of the DDS&T Con-
tract Information System. As attachment three, please
find a memorandum from the DDS&TsMIO inicating agrees
rent to accept our weekly up
rather than on hand coding forms as we have been doing.
13. Relative Cost Savings -- At the present time,
r tpproximmatr ly 0- a an-hours per month of secretarial r Cdime
are spent in providing updates and inputs t at
o :ciquarters and maintaining our project sheets. In addi-
ion, up to 20 hours of supervisory and project officer
time equivalent to a GS-12 are needed to answer requirements
for special lists that cannot be obtained from the CIS but
:tt this time are immediately available from PICCIP.
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14. The proposed "in-building" system will reduce
this labor expense significantly while increasing accuracy
and improving performance. Rather than having to make
manual extractions of information from the ^ED sheets for
ply type the information into the computer memory via a
the RED sheet. The computer will obviate the need for
hand coding of information for Headquarters by marking
those lines Headquarters needs any: punching then when PUNCH
called up.
zany ti. e special reports are needed they can be
extracted from the data base by entry of the appropriate
abbreviation. Simple, clear instruction sheets will be
provided to all who need them to allow one totally un-
familiar with the system to obtain the information he
wants. Among those this would benefit are-
a. Obtaining the latest budgetary information
for the E research program by entry of CC>21TT and
specifying the fiscal year interested in.
b. obtaining a summary of the contracts a par-
ticular officer is responsible for.
c. Developing lists of contracts with a partic-
ular company or in a particular tatr~ in response to
letters similar to that recently received from Sen. Byrd
d. Determining the name of a contractor from a
contract title only by entry of C l.'IMA and the con-
tract title returning six lines including contractor
and project officer.
a. Y ud(etarv ummmtary.
b. List of contracts a company has had for
a history of their capabilities.
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SUBJECT: PICCIP Staff
c. A short list of all contracts a particular
officer is responsible for so as to check how well he
is meeting his schedule.
d. Six lines of information under the MIS No.
if the Contract Information System No. is not known.
0. etermi.nation of the project officer respon-
sible for a contract if only the title is known.
PSG and 1E G
Meetings have recently been held exploring
methods of increasing coordination and information
flow on R&D work between Rzl!D, IEG, and PSG components.
mong the solutions agreed upon has been the intro-
duction of a number of special listings on a regular
basis. Most of thesellists either now exist in
PIMP or can easily be
16. This ability of the program itonproduce manpower
listings will also result in a significant
Rather than having a member of the RED front off ice per-
sonally collect particular information nededaforospecial
reports on a regular basis, the entry of
abbreviation will produce the desired list.
c ther Concepts Considered
17. lag Tape Storage - Unsatisfactory as computer
room intervention required to access file. Would be satin--
factory if a tape servo could be dedicated to this program
permanently, but this is not cost feasible as need exists
access data at all times that computer is up.
18. Punched Card Storage - No random access compila-
tion without entering entire deck each time. Additionally,
to the DDS&T Contract Information
no automatic OLttUUt:3
System would be possible, integrity of the file would be
severely compromised due to vulnerability of the card deck,
PPBS would not be able to get information easi~lrc uas tt heyr
would have to contact us, and severe backlogs
at remote computer terminals whenever data was read in.
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SUBJECT: PICCIP Staff study
19. Mag Card or Mag Tape - These would be somewhat
less clumsy than punched cards, but all restrictions of a
available random
manual would information such
only access, special CIS No., and no quick reaction reports.
5X1
Distribution:
Original -? Route & File
1 C/TSG
1 - C/PSG
1 - C/IEG
1 - C/PPBS
1 - C/PPS/TSG
I - Originator
TSG
1 - SI / _
NPIC/TSG/RED/SDB Dm/16 Nov 1970,
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