QUALIFICATIONS ANALYSIS BRANCH - ANNUAL ACTIVITY REPORT FOR FISCAL YEAR 1965

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200070003-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: November 17, 2016
• Document Release Date: July 28, 2000
• Sequence Number: 3
• Publication Date: July 14, 1965
• Content Type: MF

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11E July 1965
MEMORANDUM FOR: Chief, Personnel Operations Division
SUBJECT: Qualifications Analysis Branch - Annual Activity Report
for Fiscal Year 1965
Activities of the Qualifications Analysis Branch for Fiscal Year
1965 are outlined below.
A. The major functions of the Qualifications Analysis Branch are:
1. The preparation of biographic profiles on Agency employees and
the classification and coding of applicants' and employees'
qualifications. The two systems were designed to produce timely
and adequate information to assist career service panels and
operating officials in selecting the best qualified candidates
to meet Agency staffing requirements.
2. In connection with the above, four major operations must be carried
on in the Branch.
a. The Biographic Profile function requires:
(1)
Preparation of Biographic Profile, Form No. 1200, for each
Agency employee;
(2) Preparation of the Blue Book - "Principal Officials of
CIA" - for the DCI;
(3) Preparation of sterile biographic summaries, other than
(1) and (2) above, for use outside the Agency.
b. The Qualifications Classification Coding System requires:
(1)
The preparation of employee records (background data;
formal education; experience, special skills and knowl-
edges) in coded form for incorporation in the RCA-501
Qualifications Record System.
(2) Classification and coding of applicant files for incorpora-
tion in the EAM records system.
(3) Planning search routines for new electronic files systems
to locate qualified individuals possessing pertinent skills,
knowledges, and/or experience to meet specific manpower
+,~:~VaTa.o. requirements.
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(4) Coding of Forms 444c, "Language Data Record."
(5) Coding of Forms 1273 "Language Proficiency Data."
(Test results)
c. Preparation of Special Manpower Studies concerning employees
and applicants.
d. Reproduction of Biographic Profiles, Personal History Statements,
and various other documents.
B. Organization and Structure of Qualifications Analysis Branch.
1. Personnel on duty with QAB include:
Personnel Officer (Branch Chief), GS-14
25X9 Qualifications Analyst (Assistant Branch Chief), GS-12
Qualifications Analyst, GS-12
Qualifications Analysts, GS-09
Qualifications Analysts, GS-08
Qualifications Analyst, GS-07
Secretary-Stenographer, GS-05
Personnel Clerks, GS-05
Qualifications Coders (Contract Employees)
Clerk (Contract Employee)
Administrative Officer, GS-12, detailed since March 1965,
performing duties of a Qualifications Analyst.
2. Positions in the Branch should be reclassified at an early date,
to establish positions and grades commensurate with the changes in
responsibilities and duties engendered in the transition to computer
oriented operations.
3. During Fiscal Year 1965 the following employees were reassigned to
or from the Qualifications Analysis Branch:
25X1A9a
C. The major accomplishments of QAB during the period 1 July 1964 through
30 June 1965 include:
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1. Bio raphic Profile System
a. During Fiscal Year 1965 a total of biographic profiles 25X9A2
were furnished by QAB to meet specific manpower requirements. 25X9A2
This required the preparation of initial biographic profiles
and the updating of - biographic profiles. In addition, 25X9A2
- profiles were furnished to requesting components on an 25X1A
"As Is" basis.
When a profile is initially prepared or updated, additional
copies of the profile are prepared as follows: One reproducible
copy is given to the component requesting the profile; one re-
producible copy is filed (for the convenience of a component
needing additional copies at a future date) in the Official
Personnel Folder of the individual involved; one reproducible
copy is sent to Vital Records; and the master copy is retained
in the QAB files for future updating.
b. The DCI's book, "Principal Officials of CIA," was updated and
revised in April 1965.
c. Pursuant to a special request received from the Office of the
Deputy Director (Science and Technology), QAB brought up to
date the DD/S & T portion of the book, "Principal Officials
of CIA."
d. Special narrative biographic summaries prepared: 26 (Not
included above):
(1) 24 for DD/S & T; "Blue Book" profiles;
(2) 113 for Chief, Personnel Recruitment Division; (100
Universities Program);
(3) 5 for OCR Liaison Staff, for State Department Seminar;
(4) 41 "Blue Book" profiles;
(5) 1 for Career Management Officer, DD/S & T.
2. Qualifications Classification Coding System 25X9A2
a. During Fiscal Year 1965 approximately staff employee
personnel files were reviewed and qualifications coded under
the new Qualifications Classification Coding System.
b. A total of 224 applicant records were reviewed and qualifications
coded under the old Classification Coding System.
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c. During the same period QAB requested 30 machine runs of applicants
and employees, and on 33 different occasions reviewed manually
the biographic profiles filed in the Branch in an effort to locate
qualified people to meet specific manpower requirements.
25X9 d. "Language Data Records" were received and incorporated
in the machine records. These included Forms 444c and Forms
1273 (claimed and tested proficiency respectively).
3. Reproduction. During Fiscal Year 1965 a total of 159,591 sheets
were reproduced by QAB by use of one xerox machine. Materials
reproduced included:
a. 116,479 sheets - Biographic Profiles prepared and updated or
reproduced "As Is";
b. 111 sheets - Personal History Statements reproduced;
c. 43,001 sheets - 1,422 External requests for reproduction of
miscellaneous types of material; or
d. 159,591 sheets - Total sheets reproduced.
4. In connection with the Biographic Profile System and the Qualifica-
tions Classification Coding System, briefings were conducted during
the reporting period as follows:
a. For personnel from Department of Agriculture;
b. Several groups of employees were briefed individually as to
the functions of QAB and its location within the Agency
organizational structure.
1. At the beginning of Fiscal Year 1965 the chief obstacle to the
completion of the installation of the newly designed electronic
Qualifications Record System was the shortage of qualified Analysts
available to perform the coding functions. However, subsequent
to this date several contract employees (retirees) became available
and coding of initial qualifications records has progressed at a
rapid pace. As of this date approximately- employees have had 25X9A2
their initial qualifications records coded for the new Computer
Record System.
2. Requests for biographic profiles on employees in grades GS-08 and
below was not possible prior to 1 July 1964; however, since this
date the preparation of profiles has been synchronized with the
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coding of employee qualifications for the computer with the
following results:
a. Biographic profiles are now available on all types of Agency
personnel at all grade levels GS-03 through GS-18 including
staff agent, contract employee, and military detailee.
b. Duplication of effort previously involved in ordering files,
logging them in and out, and transporting the files from
Headquarters has been eliminated completely. Files received
in the Branch in response to profile or coding requests are
reviewed by both the biographic analysts and a coding analyst
and both functions are completed before the file is returned
to Headquarters.
3. Prior to 30 June 1964 the semi-annual language roster was produced
with less than full coverage given to all or many of the dialects
associated with a given language. Major revisions were made in
the coding structure during this period to provide a system for
coding all languages and dialects and for identifying employees
or applicants possessing a proficiency in any given language or
dialect. Future employee testing and qualifications reporting
(annual questionnaire to be developed) will be used to identify
persons with proficiency in these language variations. The EAM
language system was phased out of use concurrently with the con-
version of data to the RCA-501 system.
4. Due to need for more room (for a DD/P project of the adjacent
floor space in the 2800 wing of Quarters Eye), QAB was forced
to move to new quarters in January of 1965.
E. Problems met and not solved.
1. The delays in servicing requests for biographic profiles occasioned
by physical separation from Headquarters File Room. There is still
a three day delay between the time a file is known to be needed
(and is ordered) and the time of its arrival in QAB from Headquarters.
This problem will no doubt remain the same after the move now
pending to the Magazine Building.
2. There are still problems connected with identifying individuals
and names, due to different persons having the same name, or due
to name changes, agent conversions, etc. This problem continues
to delay servicing of requirements levied by operating components.
3. The deserved promotion of recommended in FY 1964 25X1A9a
and FY 1963 has still not been accomplished. It is hoped that a
reclassification of positions in QAB can be achieved which would
establish a proper position in which her promotion can be effected.
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F. Forecast for Fiscal Year 1966.
1. Emphasis will continue on Biographic Profile production on recent
EOD's and lower graded employees. This will continue to be accomplished
to the extent feasible in conjunction with the coding program, to
achieve most efficient personnel and transportation utilization
(preparing initial or updated profiles on employees whose files
are obtained for coding).
2. The initial phase for installing the Qualifications Record System
should be completed by the middle of September or sooner. Last
year's annual report projected a completion date of 1 July 1965, but
was based on assumptions of availability of ten contract employees.
Considering this, work has gone faster than projected, since indi-
vidual coders have attained higher production than projected.
3. Applicants now coded under the old EAM system will be screened,
with recoding in the RCA-501 system of all selected for retention.
4. Testing and refinement of the search techniques designed to
retrieve information from the system. This should also be done
in such a way as to provide a thorough test of the system.
5. Development of an annual questionnaire to be completed by each
employee (at time Fitness Report is being executed) to provide
data needed on the first occasion to code Agency experience.
Thereafter this form would only reflect subsequently attained
qualifications and skills, and would be used for updating.
25X1A9a
Chief, Qualifications
Analysis Branch
Attachments (4)
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QAB PRODUCTION STATISTICS, FISCAL YEAR 1965
AUG SEP OCT NOV DEC JAN
25X9A2
PROFILES PREPARED
Initial
Updated
1,1
Blue Book
23
6
1
26
Special NArratives
Total
2
2
10
lb
j2
96
669 5 5
128
217
119
2,5!,7
26
126
117
-
ecial Requests
S
AS IS
98
322
172
6
216
1
133
1
11,309
p
-
TOTAL PROFILES
h92
1,007
855
795
539
389
8011
1,303 1,580
1,19
,
,
CODING OF QUALIFICATIONS
Applicants
Employees
25X9A2
806
2
Language Data Cases Coded
QUALIFICATIONS SEARCH REQTTESTS
2,050
25
,
SERVICED
18
Applicant
2
6
~-
bi
1
2
3
3
12
Employees
ees Manual Search
lo
E
7
8
1
1
h
f
1 2
1 7
3
9
'5
3
33
y
mp
Total
2
13
12
2
z
XEROX
Reproduction (No. of Sheets)
Biographic Profiles 5,230
PHSrs
9,968
9,269
10,539
9,413
h,701
11,111
1^,698 13,788
h2
10,941
10,698
10,329
116,1!79
111
*E,ternal Requests for
7
812
700 3
2
370
2
1,618
).,726
63,001
of Sheets) 5
370
(N
i
2
772
3,666
6,971.1
2,795
2,617
2,7
3
,
,
b)*
,
(115)*
(11h6)*
(161)#
(1,1122)*
,
o.
on
Reproduct
,
(11h) *
(89)#
(109)*
(103)* (13
(118)*
(9){)*
(86)*
(173)*
1
,
t
l
T
11
116
15
116
15
59
159
o
a
10,600
12,7h0
12,715
15,513
12,208
7,318
13,884
13,398 17,672
13,3
,
,
*Figures in parentheses represent th~q~> je@JfF ~" d ~ ~ /OZs~1 b P Ar ~~'~~ 2 j s 003-4
1 downgrading and 4 Attachment A
declassiiicaiica
FY ` 1965
Total
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13. Furnished to OP/POD/PB, names of applicants who are U. S. citizens,
have a PhD degree in Statistics, and are qualified to lecture in the
French language.
14. Furnished to OP/POD/PB, names of applicants with a PhD degree who have
a high proficiency in both speaking and understanding the Russian
language, have had experience in outer space and related fields, and
are capable of serving as a Computer Technologist.
1.5. Requested for QAB, list of all applicants in current EAM Applicant
Register for selection of those still of Agency interest and the
recording of same in the new RCA-501 Qualifications Records System.
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MACHINE RUNS OF EMPLOYEES REQUESTED
1. Furnished to FE Personnel, names of employees having any knowledge
whatever of the Buddhist religion.
2. Furnished to CSPO, names of employees qualified in the production
aspects of motion pictures. (Editing, producing, directing, etc.)
(For selection of personnel to be used in the production of documentary
type movies overseas.)
3. Furnished to CSPO, xerox copy of machine run #8690. (Agency male
employees, GS-09 through GS-15, who have had air experience as a
Pilot and/or navigator.)
4. Requested for QAB use in logging, alphabetical roster of all Agency
employees, as of most recent date, with two blank lines after each
name, and showing serial number and name.
*5. Furnished to OSA, names of employees, all grades through GS-14, who
have had theoretical or practical experience in Optics.
8. Furnished to OL Personnel, names of employees who have power generating
experience and are qualified to operate and maintain diesel engines.
9. Furnished to DDP/Requirements Board, roster of male DDP employees with
foreign born spouses.
10. Requested for QAB use, list in serial number order of all employees
whose qualifications have not been recorded in the RCA-501 system.
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REQUESTS FOR MACHINE RUNS RECEIVED AND
PROCESSED WITHIN QAB BY MANUAL MEANS
1. Furnished to EE Personnel, names of employees, GS-06 through GS-09,
with at least two years of high school and with job experience in
mechanical drawing, and are qualified Mechanical Draftsmen.
2. Furnished to NE Personnel, names of male employees, age 30 through 50,
with MA or PhD in Political Science, having speaking proficiency in
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3. Furnished to FE Personnel, names of Agency "D" designee male employees,
ages through 45, with knowledge of Agricultural Economics, Veterinary
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4. Furnished to OP/Admin., "as is" biographic profiles on all Agency
employees, grades GS-15 and above, who have a degree in Law.
5. Furnished to SR Personnel, names of all EE or SR Division employees
who have had experience as a pilot.
6. Furnished to TSD, names of employees having "equal to native fluency"
or "fluent but obviously foreign" proficiency in the Vietnamese
language.
7. Furnished to OTR Personnel, "as is" biographic profiles of staff employees,
GS-09 through GS-13, who are graduates of Syracuse University and majored
in "Programs in American Studies."
8. Furnished to TSD Personnel, names of employees having proficiency in
reading Vietnamese of "elementary" or better.
9. Furnished to CSPO, biographic profiles of employees appearing on machine
run listing of those who are qualified in the production aspects of
motion pictures.
10. Furnished to EE Personnel, biographic profiles of employees havin
25X1 C
11. Furnished to OTR Registrar, biographic profiles of employees with a
degree in Anthropology or Sociology, and who have an academic background.
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12. Furnished to FE Personnel, "as is" biographic profiles of employees
25X1 C
13. Furnished to OP/PRD, names of employees who had attended the University
of Michigan.
14. Furnished to OP/Plans and Review Staff, "scan sheet" type of information,
including educational background, on approximately fifteen super grade
and SCS personnel.
15. Furnished to OP/PRD, names of employees who had attended the University
of Illinois and Yale University.
16. Furnished to OP/PRD, names of employees who had attended Montana State
University (Missoula), and Williams College (Massachusetts).
17. Furnished to EE Personnel, biographic profiles of employees having
25X1 C
lg. Furnished to CI Support, a roster showing names, current assignments,
and locations of all employees having bilingual shorthand qualifications
(English and French, English and German, English and Russian) and/or
typing ability in French, German or Russian.
19. Furnished to OP/POD/PB, as is" biographic profiles of all DDP male
employees who are lawyers and licensed to practice Law in New York
or Washington, D. C.
20. Furnished to SR Personnel, names of Agency "D" designee married employees,
25X1A8a who are active Navy reservists and have a knowledge of the Russian language.
21. Furnished to3upport, "as is" biographic profiles of DDP staff
employees, grades GS-12 through GS-14, having an educational background
in the Scientific or Engineering fields, and Line Officer experience
in the U. S. Navy, Coast Guard, or Merchant Marine.
22. Furnished to OP/CSPD, names of Agency Negro male employees with a degree
25X1 C
23. Furnished to OP/CSPD, names of"D" designee employees, grades GS-11
through GS-13, who have expressed an interest in the African area.
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24. Furnished to OP/CSPD, "as is" biographic profiles of "D" designee
male employees, grades GS-11 through GS-15, who have a Law degree and
a proficiency of at least intermediate in speaking and understanding
the French language. (For possible selection in the filling of Operations
Officer positions in Africa.)
25. Furnished to DD/OL, names of employees, grades GS-09 through GS-13,
having a degree in Architectural or Construction Engineering.
26. Furnished to OTR/LTS, names of employees with intermediate or higher
proficiency in the - language.
27. Furnished to FE Personnel, "as is" biographic profiles of male "D"
designee CSCS Officers without dependents, grades GS-08 through GS-14,
and ages 21 through 50, for selection of candidates for possible future
assignment to Saigon, Vietnam.
28. Furnished to C/POD, a list and biographic profiles of employees, grades
GS-13 through GS-15, who have an LLB degree.
29. Furnished to DD/OP, name of an employee qualified to play the organ at
a noon function.
30. Furnished to FE Personnel, names of FE employees grades GS-08 through
GS-l5, who have a proficiency of "fluent" or "high" in the Spanish
language.
25X1A
31. Furnished to FE// names of Agency employees (Operations Officers) 25X1A8a
who have a proficiency of either "fluent" or "intermediate" in the
Vietnamese language.
32. Furnished to C/CI, lists of names and biographic profiles of Agency
employees, grades GS-11 and above, who have either military or civilian
experience or training
33. Furnished to FE Personnel, names of male Oriental employees who are
U. S. citizens and have a proficiency of "intermediate" or higher in
speaking the French language.
34. Furnished to Ch/AF Support Staff, "as is" biographic profiles of "D"
designee employees who are former African Division case officers, male
and female, grades GS-08 through GS-15, and who have any level of
proficiency in French, Portuguese, Italian, Spanish, and any of the
African languages.
35. Furnished to OP/POD/PB, names of Agency personnel having proficiency
in language.
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36. Furnished to FE Personnel, "as is" biographic profiles of Agency male
employees, grades GS-12 through GS-14, who are Reports Officers in
Headquarters. (For selection in the filling of GS-13 -14 Reports
Officer position
37. Furnished to CSPD/Panel B, biographic profiles of male Administrative
Assistant type "D" designee employees, grades GS-08 through GS-10, who
have had experience in finance and class "B" accounting. (For selection
in the filling of a position )
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