PROPOSED MANAGEMENT STRUCTURE AND ALLIED MATTERS CONCERNING PROJECT SAFE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01495R001200150012-3
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: September 29, 2005
• Sequence Number: 12
• Publication Date: March 4, 1975
• Content Type: MF

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DD/A 75-1027
4 V11. 1975
MEMORANDUM FOR: Deputy Director for Intelligence
SUBJECT Proposed Management Structure and Allied
Matters Concerning Project SAFE
1. This memorandum presents for your consideration both a
management structure and long-term administrative considerations
which relate to the Central Reference Service proposal that the
Office of Joint Computer Support of the Directorate of Administration
assume responsibility for the systems development and eventual opera-
tion of your automated analytical facility referred to as project SAFE.
2. The management structure is designed to. provide high-level
participation by CRS personnel in areas vital to. their interests,
while, at the same time, ensuring OJCS management control over design
and implementation. Specifically, , CRS, is proposed STAT
as the candi the position of Assistant Project Director/SAFE/
STAT Testing, and CRS, is proposed to lead the Project
Control office. Attached to t is memorandum is an organizational sche-
matic of the proposed management structure, a possible manning table
for the structure, an identification of responsibilities for the sen-
ior positions, a list of possible assisting contractors, and biographic
data on certain potential significant personnel.
3. With regard to selection of personnel, emphasis was placed on
personnel with specialities and demonstrated performance in similar
positions. Special consideration was given to the selection of top-
level management personnel, resumes of whom can be found in the attach-
ments. Also, the personnel selected can be readily processed for the
special security clearances required. This is essential if the project
organization is to be formed without unacceptable delays which could
adversely impact the implementation schedule.
4. The size of the project office will vary, depending upon
the manner in which we decide to use contractual services. The
level of additional contract support personnel has not been estimated.
Certain OJCS and CRS personnel have been identified as candidates for
some positions on the SAFE project. If the OJCS people are assigned,
we would need to retain their current slots and fill them with personnel
from our career service or employment pipeline. As mentioned before, I
do not believe we can provide any of the SAFE positions from the current
OJCS Table of Organization. It is also possible that CRS personnel
assigned to the Project office may require replacement slots.
5. It would appear obvious that any agreement between us on the
assignment of management responsibility for the development .and opera-
tion of SAFE should be made known to the Director. It is of equal
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and mandatory significance that at that time the Director be made
aware of the totality of the scope in undertaking the development
of SAFE, as well as the fact that there are two other major matters
of consideration now present that bear on OJCS as discussed in para-
graph 9 below.
6. It is the considered and studied opinion of OJCS that the
developmental phase for the various hardware/software modules that
make up SAFE may well span a five-year period. A minimum of 17 staff
positions will be needed for development of SAFE. The total of 17
includes 4 identified positions, along with their occupants presently
in CRS of DDI. We would expect the positions and the incumbents to be
transferred to OJCS. The additional 13 positions, along with the
necessary ceiling, are non-existent and this Directorate has no capa-
bility of furnishing the ceiling. At the time the system is fully
operational, it is the current judgment that it will take a total of
30 people to ensure its operation. To reach this total, the 13 posi-
tions here discussed will be recast to other duties and encumbered
with different types of talents. Seventeen additional positions will
then also be necessary to make the total of 30. It is further en-
visioned that as the system modules become operational, we will have
to phase in these 17 positions to operate and maintain them. The
incumbents of these positions will be involved in operating the software
and hardware and the maintenance of the software/hardware and extensive
numbers of terminals. These positions will have to be phased in near
the end of the five-year developmental period. In giving approval to
proceed with SAFE development, therefore, the Director must be made
aware that he is concomitantly approving an immediate personnel
increase of up to 17 positions with an eventual increase to 30. Over
the long run, accordingly, increased Agency payroll costs for SAFE
will eventually reach a minimum Iper year. 25X1
7. Immediate and eventual space considerations are also involved.
No available space currently exists to house the 17-person SAFE devel-
opmental unit and the hardware. It probably can be arranged within a
reasonable period of time, but that act itself will incur an additional
investment in funds. It is impossible at this time, for a variety of
reasons, to define the ultimate characteristics of needed space when
SAFE becomes an on-going operation. We cannot, at this time, identify
the type of hardware that will eventually be used, but inasmuch as
additional heavy-duty computers will undoubtedly be involved, we may
also be faced with extensive utility expansion and upgrading to ensure
necessary environmental conditions. OJCS estimates they could make a
beneficial start on SAFE development with six weeks of receipt of
approval, and, accordingly, the immediate space problem must soon be
attacked.
8. Budgetary matters should also be discussed with the Director.
If OJCS/DDA assumes SAFE development and responsibility, then it
appears logical that they must assume the budget preparation and
execution responsibility. This is not necessarily a welcomed develop-
ment by this Directorate inasmuch as we are also carrying the budgeted
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monies for both CAMS and TADS automated system development and
such steps continue to swell the size of the Directorate budget
for purposes. not organic to. the Directorate itself. The Director
should also be made aware that the current budget planning figures
STAT I hlacks, for understandable reasons, credibility.
1 the a mos complete. lack of definitiveness of both software
design and hardware equipment, it is not reasonable to assume that
a credible figure could now be devised. The problem of overall cost
estimate is also exacerbated by the continuing inflationary problem
that is with us and that, in turn, could be worsened if the develop-
ment period is stretched out longer than now envisioned.
9. In presenting and discussing this matter with the Director,
I would also feel under obligation to ensure that he understands two
current but unrelated matters that bear on OJCS. Based on the known
and reasonably predicted increased workload of OJCS, not including
SAFE, this Directorate currently has a request pending asking the
Director to. obtain a reserve release of F __J for expansion STAT
and upgrading of OJCS. Secondly, there are many of us of the opinion
that when this calendar year of investigations is behind us, there is
a high probability of a massive file system restructureing of the
Agency. Should this eventually come to fruition, it is an additional
workload on the talents and resources of OJCS.
10. The Directorate position, to present a summation, is as
follows. We are prepared to favorably respond to the CRS proposal
to assume responsibility for the development and operation of SAFE.
We do so, however, with the understanding that it is a major systems
development and feel it incumbent upon us to make the Director aware
of the totality of the immediate and long-range resources require-
ments. involved to. the degree that we can now identify them. He must
also be aware that SAFE, in essence, is a stand-alone system and that
there are other concomitant needs for OJCS which must receive equal
and current attention.
STAT
John F. Blake
Deputy Director
for
Administration
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SAFE
Organizational St_.ructt.7re
Coor(.J ation D/CRS
*Steering _ DD/CRS
Program Director/
SAFE
Dep.Prog.Dir..SAFE
I
C/System Analysis
Staff
APD/S/PC
AP D/ S /DJ
.Functional
Requirements
.User Coordination
* D/CRS Chairman
1v,h
T
Al
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Functional Responsibilities
Program Director/SAFE (PD/ S)
Management of the design and development of SAFE in
accordance with established schedules and within
approved budget.
Deputy Program Director/SAFE (DPD/S)
Assists Program Director and acts in his absence in
management of the SAFE program and provides technical
oversight.
Assistant Program Director/SAFE/Project Control (APD/S/PC)
Schedules (PERTS).
Contract administration/monitoring.
Briefing aids.
Monitoring program and identification of problems.
Budget and fiscal.
Assistant Program Director/SAFE/Operational Implementation
(APD/S/OI)
Assist in hardware contract evaluation.
Write of:-arational point of view in RFP.
System security.
Site configuration.
Human engineering.
Communications interface.
Operations procedures and documentation.
Operations training.
Assistant Program Director/SAFE/Testing (APD/S/T)
Acceptance testing (user).
Operations transition.
Assistant Program Director/SAFE/Development (APD/S/D)
Design (including hardware configuration).
Implementation.
Testing (technically oriented),.
Documentation.
System inter -faces .
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1 - Requirements of System
.Functions and processing
User relations, training, feedback, etc.
Pilot operations management
Develop test criteria, evaluate results
Pilot operations data management
Training for and operation of SAFE data base management
3 - Microfilm store management (Pilot and SAFE)
4 - Microfilm production for Pilot and SAFE
5 - Maintains and enhances interim SAFE system
6 - Includes CRS (Kelliher) for micrographics system design
7 - Includes branch or other subcomponent responsible for'micrographics system design as well as
other SAFE design tasks
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