HOW DOES THE OP CHECK ON THE ADEQUACY OF ITS HARD FILES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000300020032-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 17
• Document Creation Date: December 12, 2016
• Document Release Date: May 20, 2002
• Sequence Number: 32
• Content Type: NOTES

Approved For Rase 2002/06/14: CIA-RDP82-00357R300020032-6
- Questions to be Answered -
-- How does the OP check on the adequacy of its hard
files on personnel and what quality of filing accuracy and
timeliness do these checks reflect? (Is a random spot check
by the Inspection team needed?)
-- What is needed to make biographic profiles useful?
--- Are all significant available information
sources being exploited (e.g. OTR, Honor & Merits, etc.)?
--- Will forthcoming ADP capabilities eliminate the
need for manual maintenance?
-- 'What, if anything, is being done by the OP to improve
Fitness Reports?
-- Should the "skills bank" be improved by greater
effort, altered in scope.and purpose to permit adequate
maintenance, or abandoned?
Approved For Release 2002/06/14: CIA-RDP82-00357ROO1300020032-6
 Approved For Rlease 2002/06/14: CIA-RDP82-d0357R000300020032-6
--- For what customers and what end uses is the
information compilation intended? (How are customer
perceptions of-their needs determined?)
--- Are all significant available information sources
being exploited?
--- What level of effort (cost) is now involved in
maintenance and how much will forthcoming ADP capabilities
help reduce costs and improve the product?
-- Are problems with the PCR timeliness wholly attribu-
table to the time now required for PMCD review of organizational
changes?
-- Why are both monthly and quarterly reports prepared?
Could a monthly report better suited for component
use be produced?
-- Exactly what capabilities are expected from the MAPS
system, and when will these be available?
--- Which capabilities are intended for direct
component and career service use?
What is being done or planned to advertise
these capabilities, educate components in their potential,
and demonstrate their effectiveness?.
Approved For Release 2002/06/14: CIA-RDP82-00357R0100020032-6
 Approved For Release 200
iF1I
82-00357R0 0300020032-6
--- What new capabilities will OP have to provide
needed management information to senior managers and to
formulate and support personnel policy recommendations?
Approved For Release 2002/06/14: CIA-RDP82-00357R0g0300020032-6
 Approved for Release 200 A, 82-00357R000300020032-6
- questions to be Answered
-- How and at what stage does OP become aware of needed move-
ments?
--- Do many cases pass beyond solution before OP learns of
them?
--- Are any OP initiatives planned to improve information
flow to OP from components, career services, and individu-ls?
How does OP determine where in the Agency particular talents
can be usefully employed?
Approved For Release 2002/00MIOW.ff I
00357R000300020032-6
 Approved For Release 2002/06/14: CIA-RDP82-00357R000300020032-6
-- How are competent people needing movement brought into the
zone of consideration for job vacancies on at least an equal
competitive basis with new, applicants?
--- How does the vacancy notice system work? Is more
uniformity desirable? Can feedback be provided to rejected
applicants?
-- What, precisely, is done by OP when an individual or manage-
ment indicates that movement is desirable? (Of what does "file
shopping" consist?)
-- What means exist or could be developed for temporary relief
of slot ceilings that might prevent movement on a trial basis,
movement for experience acquisition with a planned return to the parent
component, or movement to fill anticipated but currently unrealized
vacancies?
-- Is responsibility and authority for internal placement
appropriately assigned and delegated with OP? (Do the people working
on "placement" do other than ratify and record decisions of others?)
Are greater, lesser, or simply different provisions made
for internal movement of clerical personnel than for movements of
professionals?
Approved For Release 2002/06/14: CIA-RDP82-00357R00P300020032-6
 Approved For Re ease 2002/06/14: CIA-RDP82-00357R000300020032-6
Questions to be Answered
-- In what ways do OP activities affecting clerical people
differ from their activities with respect to professionals and why
are such differences maintained?
- Is there any centralized data bank that identifies secretarial
vacancies by grade and secretaries who should be considered for
movement into higher grade vacancies?
-- How does the vacancy notices system work for clerical personnel
and what are QP's activities in this system?
-- How do grades available for clerical jobs, such as Records
Management, compare with grades available for secretaries?
-- Have studies been made to see if Agency secretarial positions
differ in job content, responsibility involved, and knowledge required
from secretarial positions outside the Agency?
-- What basis, other than the grade of the supervisor, is used
in other organizations to determine secretarial grade?
-- Is central assignment, promotion and career management of
some or all Agency clerical personnel desirable and feasible?
Approved For Release 2002/06/14: CIA-RDP82-00357R000390020032-6
 Approved For Release 2002/06/14: CIA-RDP82-00357R000300020032-6
Questions to be Answered
What capabilities does the OP have to meet one of a kind
and other specialized recruitment needs? (What might be done to
improve these capabilities?)
--- Is component participation in recruitment activities
the best way to meet these needs?
--- Is recruiter participation in these efforts necessary
and desirable?
-- Is the clerical shortage a-recruitment or an assignment
problem?
-- Is it feasible and reasonable to allow components to
interview clerical applicants before assignment?
-- To what extent, if any, could improved recruitment and
screening reduce the high turnover rate among new clerical employees?
-- To what extent are clerical shortages attributable to the
seasonal availability of clerical applicants?
--- Are practical means available to smooth the flow?
-- Are means available to increase and 'improve the quality
of the flow of Black and Hispanic applicants?
Approved For Release 2002/06/14: CIA-RDP82-003p7R000300020032-6
 1j iii ;
Approved For Release 2002/06/14: CIA-RDP82-00357R00300020032-6
-- To what extent are recruiters in the field contributing
to a favorable public image of the Agency?
How, if necessary,. can applicant processing systems be
made more flexible and rapid?
Is the present balance between TDY and PCS recruiters best
suited to Agency needs?
-- Are improvements in requirements, communications with
recruiters and/or education of recruiters needed to improve the
recruitment process?
-- Are the dollar costs per EOD of the recruitment process
reasonably comparable to expenditures by similar government or private
organizations for these purposes?
-- Is extension of the probationary period for Staff employees
to-periods of two or three years feasible and desirable?
--- If not, is initial employment on a contract basis
acceptable for those components desiring a longer probationary
period? .
--- Should such initial contract employment be more widely
practiced in the Agency?
Approved For Release 2002/06/14: CIA-RDP82-00357Rp00300020032-6
 Approved For Release 2002/06/14: CIA-RDP82-00357R00T300020032-6
Questions to be Answered
-- Do comparable government agencies do more, less, or about
the same as CIA in helping departing employees find new employment?
Approved For Release 2002/0 0Nj ",At0357ROO0300020032-6
 Approved For ReJ ase 2002/06/14: CIA-RDP82-00357RQ00300020032-6
Exactly what services related to helping department employees
find other employment are now provided by OP?
--- Employment counselling at Headquarters and overseas?
--- Provision of vocational training opportunities?
Direct assistance in arranging possible employment
contacts for employees?
?--- Making use of CIA component (e.g. DCD, Recruitment
Div., OSI, ORD, others) contacts with industry,
universities and government to identify employment
opportunities?
Provision of advice to individuals (and if necessary,
pressure on components), to help generate useful
unclassified descriptions of pertinent classified
activities performed in the Agency by the employee?
--- Efforts by OP to establish and maintain contacts
with professional head hunters to keep current with
their needs and to acquaint them with our outflow of
very competent people?
--- Other efforts?
What is the Agency record, if one has been kept, on out-
placement achievements?
Approved For Release 2002/06/14: CIA-RDP82-00357R000100020032-6.
 How are the out-placement services now available advertised
to interested-Agency personnel, in Headquarters and overseas?
(Do OP organization titles or other indicators suggest the
existence of more service than is provided?)
Are special out-placement efforts made to make involuntary
separations more palatable?
Approved For Release 2002/06/14: CIA-RDP82-00357R00 00020032-6
twbodss aau 1$I]''a ,
What are the costs in manpower, money and risk of public
misunderstanding of the several ways in which out-placement
services might be enhanced?
Approved For Release 2002/06/14: CIA-RDP82-00357F000300020032-6
 Approved For Release 2002/06/14: CIA-RDP82-00357R000300020032-6
- Questions to be Answered
-- Do files maintained on American citizens involve risks of
being, or appearing to be, illegal or inconsistent with CIA's Charter?
For what purposes are each type of file maintained?
What kinds of information do they contain?.
How long are they retained and what is their ultimate
disposition?
Is the information contained shared with other govern-
ment agencies?
--- What laws or Executive Regulations exist to justify
the maintenance of such files?
--- Are any uses made of applicant files (e.g. by CI,I STAT
etc.) other than normally expected use of such data? Are such
uses justified by results and legal?
--- Is the OP contemplating changes in its policy regarding
file maintenance or disposition when the prohibition of file
distruction is lifted?
Approved For Release 2002/06/14: CIA-RDP82-00357R00030 020032-6
 Approved For Release 2tab l ,i 82-00357R00"t300020032-6
-- How, in detail, are contracts for covert support of operations
negotiated and administered?
To what extent, if any, are special CIA relationships
with private firms, such as proprietary or contract relationships,
used to advantage in accomplishing unrelated objectives such as
former employee placement or recruiting? Are any such CIA activities
significantly different from practices of other government organiza-
tions?
Does the OP maintain relationships with local police, other
local government organizations or private concerns to aid in cases of
employee personal emergencies? If so, what is the character of these
relationships?
-- How does OP monitor travel and household good shipment
practices to insure that undue favoritism in selection of vendors
does not occur?
-- In what ways, if any, do OP practices in such activities
as EAA, the Credit Union, and the like differ from standard procedures
used widely in the government? Have the legal implications of these
differences been examined?
Approved For Release 2002/06/14: CIA-RDP82-00357ROOp300020032-6
 Approved For Relelse 2002/06/14: CIA-RDP82-00357R0Q0300020032-6
- Questions to be Answered
-- Can the APP be modified to become more acceptable and
useful?
--- What are-the intended end-uses of the report?
(are there binding legal or at least cosmetic requirements
f o n t ? )
--- What other uses might it have?
---- What, if any, information now contained is of minor
importance to the principal end-uses?
--- Can a modified APP report be made useful, with
education and salesmanship, to component or at least Directorate
managers?
--- How can the problems of late and changing preparation
instructions be solved?
--- Can ADP be used by OP on information now held by OP
to relieve components of some preparation' tasks?
--- Has the DCI been told about the manpower and attitudinal
costs involved in its preparation and that components and
Directorates find it useless in its present form?
-- : Should the PDP be modified in form, content and/or-
application to broaden its use?
Approved For Release 2002/06/14: CIA-RDP82-00357R0003P0020032-6
 *Nor
Approved For Release 2002/06/14: CIA-RD-00357R000300020032-6
-- Does the record of accomplishment versus objectives
to date indicate that plans were valid and achievable?
--- Has there been a change in participation in appropriate
QTR courses attributable to the PDP?
- Is the PDP used, or could it be used, to refine OP,
OTR and budget planning?
--- Do feedback channels exist to collate and act on
component and career service suggestions about the report?_ _$
Does the report contribute usefully to OP data banks
on personnel matters? If so, how are the data used in personnel
policy planning?
What otherconpilations of Agency-wide personnel data are
now produced -by- OP?
Is the information complete and current?
--- Is the existence and potential use of these compila-
tions advertised to component managers?
Are analyses made of such compilations to identify
significant differences, including inadvertant?inequities, in
handling personnel by the different Directorates?
--- Are additional useful compilations planned?
Approved For Release 2002/1
ILLEGIB
 App( uesti onsR one ~i w9 KV : CIA-RDP82-00357R00 00020032-6
-- What are the desired end-results of position management
and compensation activities (e.g., Grade-creep control or reversal?
Insuring uniform pay for uniform work?) and by what alternative
means might these be achieved?
--- To what extent can the Agency exercise options with
regard to whether, to what extent, and by whom position control
functions are performed. In other words, what is required by
law, by Civil Service practice, or by Agency policy?
-- What efforts have been made to develop job grade standards
based on Agency experience and practice rather than on practices
followed by other agencies?
-- What efforts are being made to develop grade standards on
the basis of practices outside the Agency for new types of jobs
with which the Agency has had little or no experience? Are there
means by which a component can ask for and receive well researched
guidance on such problems?
-- Why do position surveys required by reorganizations require
very long times to accomplish?
-- What efforts are made to acquaint PMCD inspectors with the
real job content of non-standard professional jobs in the Agency?
-- What would be required to keep position authorizations and
position control registers up-to-date?
-- What is the profile of personnel now assigned to PMCD_
with regard to experience elsewhere in the Agency, length of
time working position classification jobs, and education and con-
tinuing training in position control functions?
Approved For Release 2002/06/14: CIA-RDP82-00357R0003000 0032-6
 Approved For Reease 2002/0~} F4`:,Cis4A-RDP;82'-p0357R0 03300020032-6
-- What are indicated in the job descriptions, letters of
instruction, and fitness reports for PMCD personnel as the
principal factors affecting success or failure?
Approved For Release 2002/06/14: CIA-RDP82-00357R000300040032-6