TRAINING REQUIREMENTS FOR IHS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000800010080-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 20
• Document Creation Date: December 14, 2016
• Document Release Date: July 23, 2003
• Sequence Number: 80
• Publication Date: June 29, 1981
• Content Type: MF

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DDA 81-:0689/2
29 June 1981
MEMORANDUM FOR: Deputy Director for Administration
STAT FROM:
Information Handling Systems Architect
SUBJECT: Training Requirements for IHS
REFERENCE: Memo Report to DDA from D/OT&E, dtd 24 June 1981
1. I think this is a very creditable job performed to
a tight, specific schedule. What the report tells me is:
a There is a substantial, looming demand which
we are not prepared to meet. It takes lead time
to put the needed resources in place, and we have
some lead time. If we move out smartly, training
will not become the IHS utilization bottleneck it
otherwise threatens to be.
? Most of the components of the Agency have not
really focused on their IHS training requirements.
The data collection obviously suffers from the fact
that we do not all speak the same language. Even with
backup guidance, there were still substantial variations
in interpretations of categories. As a consequence,
the aggregate numbers have more value than those for
specific categories of individuals.
? While at first glance some of the numbers seem
high, it should be noted that the follow-on training
to learning how to do basic functions, like WP, is not
included. I think the general levels are about right, but
early. Our terminal availability schedule does not
correlate with such high demand as indicated in 182,
for example.
? Investing in computer-aided instruction (CAI),
which lets the terminals do the teaching would be
well worthwhile. It could substantially alleviate the
required OTIE resources for skills training.
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SUBJECT: Training Requirements for IHS
? We need to develop a much more detailed IHS
training plan--a process that could take 4 to 6 months,
instead of 2. It should be an Agency-wide effort
led by OT&E. In the context of this process we
need to start planning and budgeting for the needed
resources.
2. Overall, I think the report probably reflects user
demand for IHS services as much as it does training.
Clearly the expectations for services utilization are very
high. They appear to me to exceed significantly what has
been anticipated, SAFE included.
cc: D/OT$E
D/ODP
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AF6
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 Approvec?PWW&eANP 2t i iT I bP84B00890RQ0 0010080-3
TO: (Name, office symbol, room number,
building, Agency/Post)
EO
Initials
Date
U
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ADDA
7-1
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4.
8.
lion
File
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pproval
For Clearance
Per Conversation
s Requested
For Correction
Prepare Reply
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For Your Information
See Mee
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Investigate
Signature
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Coordination .-J
I Justify
REMARKS
This memorandum from the IHSA contains no
recommendations for immediate action - other than
a suggestion that OTE ought to proceed with a more
detailed study lasting perhaps 4 to 6 months.
The attached OTE report is already the subject
of some controversy. I contacted ODP Management
Staff (they received a carbon copy) and their
comment is that they are currently reviewing the
document and will probably write a position paper
on it.
This whole issue will need to be addressed prior
to approval of any firm recommendations from the
IHSA or OTE. For now, no action is requested.
DO NOT use this form as a RECORD of approvals con&Wrences disposals,
FROM:_(Name, ore, svmlol, Agency/Post)
L
L
i
Appm or Release 2003/U8713: (;I"bWAL4%W9hjr*- _ 080-3
Proscribed by GSA
r. s. cro 1978-0-261 -ear ssa FPMR (41 CFR) 101-11.206
 STAT
1
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
FROM: EXTENSION NO.
Information Handling Systems DDA 8 1 - 1-331
Architect DATE
29 June 1S1`il
TO: (Officer designation, room number, and
DA
TE
building)
OFFICER'S
COMMENTS (Number each ornmt, t io show from whon,
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line acre,: cofucm after each comment i
'Deputy Director
for Administration
1
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4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
FORM 61 O USE PREVIOUS
1-79 EDITIONS
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2 4 JUN 1981
MEMORANDUM FOR: Deputy Director for Administration
VIA: Information Handling Systems Architect
STAT FROM:
Director of Training and Education
SUBJECT: Training Requirements for IHS
REFERENCE: Memorandum to Director of Training and Education
from Deputy Director for Administration, dated
10 April 1981, Same Subject (DD/A 81-0689)
I. Introduction and Methodology
This report is in response to the requirement outlined in
the referenced memorandum. The need to determine the totality
of training requirements of the wide variety of information
handling systems now in use or scheduled for implementation in
the next few years is essential. Actually defining those re-
quirements, however, is a difficult and complex task. Therefore,
it is our hope that the effort represented by this response is
the first step in a continuing and active study and dialogue
between the Office of the Systems Architect, the Office of Data
Processing (ODP), the Office of Training and Education (OTE), and
the project officers in each directorate responsible for major
information handling systems. It is our view that only in that
way can training requirements, and how best to meet them, be
defined in sufficient detail and accuracy to plan and commit
necessary resources.
To gather the data required to respond to your memorandum.,
representatives of OTE met with each Directorate APP Control
Officer and, in the case of the Administration Directorate (AD),
met with each Office ADP Control Officer. The component officials
were told that the data would probably be aggregated and would
be treated as a best approximation.
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SUBJECT: Training Requirements for IHS
II. Potential Training Requirements
The accuracy of the data collected varied from component
to component depending to a large extent on the stage of
development of each system and the degree to which training is
considered as an essential factor in successful operation of
that system. The basic data are presented in Chart I - Potential
Training Requirements which is included as Attachment A.
The values presented in this chart are new training
requirements for the next four fiscal years. These values
represent four classes of people: those who are occupying
newly created positions, personnel rotated into an existing
position requiring training, personnel who are out-of-date in
their level of information and need retraining, and personnel
who need training because a new system has been implemented.
Definitions used for the categories of personnel on Chart I
are as follows:
Project Manager is someone involved in the management of
eeiither acquiring or building an information handling
system.
Project Builder is someone who works in the construction
o an in ormation handling system. This activity usually
involves systems analysis, design, coding, and validation.
Client Manager is someone who manages employees who
use a system or information coming from it.
Client User is someone who obtains information from
a system or puts information into a system.
Client Transfusion is a process by which a client user
receives informal training in the work environment
sufficient to interact minimally with an information
handling system.
Operations/Maintenance Manager is someone who supervises
the operation and maintenance of equipment and
software which constitutes an information handling
system.
Operations/Maintenance Worker is someone who operates or
maintains ADP-related hardware or maintains associated
software.
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SUBJECT: Training Requirements for IHS
Several items on this chart need further amplification:
The "client user" category includes training on word
processing systems. The FY-82 requirement of 4,799
client users, for example, includes 3,329 word
processing training requirements. Applying a trans-
fusion factor of 50 percent, which is probably con-
servative, results in a figure of approximately 1,700
training requirements for word processing users. This
number is included in the 3,018 shown in FY-82 as "net
client users." In FY-83 and Fy-84, the requirement is
less than 350 but increases again in FY-85 to approxi-
mately 1,000. This pattern suggests that Agency offices
are anticipating a virtual flood of word processing
training requirements in FY-82 with a three-year cyclical
pattern after that.
SAFE training is scheduled to begin in FY-83 and skills
training for 690 analysts is included in the client user
figure for that year.
Training for the CRAFT system is not a significant
factor in the numbers reported in this chart. The
number expected to be trained in the "client user"
category is approximately 250 per year.
CAMS training, which is ongoing now at the rate of
approximately 150 per year in the client user category,
increases to approximately 450 in FY-84 with the intro-
duction of CAMS II.
Training for the MERCURY system is not reflected in
this chart because training is not expected to start
until late in FY-85.
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SUBJECT: Training Requirements for IHS
III. Instructor Staffing Requirements
Instructor staffing requirements shown in Chart II (Attachment B)
were derived from the potential training requirements. For all
types of training, the total number of students was divided by
assumed class sizes of 15 students per skills class, 25 students
per information science class, and 35 students per systems develop-
ment technology class. Class durations were assumed to be 2 weeks
for skills, 1 week for information science, and 3 weeks for systems
development technology. Two different assumptions were made for
instructor availability and hence two sets of numbers are shown
in Chart II. The first set assumes that instructors would spend
35% of their time (18 weeks of the year) in the classroom. The
second set of figures assumes an instructor availability in the
classroom of 75% (39 weeks per year). This figure is close to max-
imum and valid only if the instructors have no other duties. Finally,
each of these values was multiplied by the number of instructors
desirable for each class. This was assumed to be 2 for skills, 1
for information science, and 1 for systems development technology.
The staffing requirements were aggregated into these areas:
Skills training - includes net client users only.
Information science training - includes project
managers, project builders, client managers, and
some of the net client users (one-fourth was used
as an estimate for these calculations).
Systems development technology training - includes
project managers, project builders, and the two
operations/maintenance categories.
Some estimates of classroom, hardware, and dollar resource
requirements using the data and methodology of Chart II yield the
following:
Skills Training
-- Classrooms:
402 (weeks of instruction)
50 usa e weeks per year) 8 new classrooms
-- Hardware:
8 x 15 (terminals or word processors
per classroom) = 120 hardware items
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SUBJECT: Training Requirements for IHS
Costs:
Fixed:
8 x $25,000 (conversion cost
per classroom)
$ 200,000
120 x $7,000 (average cost of terminal/
word processor) = 840,000
Total $1,040,000
Yearly Salaries:
36 instructors (yearly average)
x $25,000 (average grade GS-11 = $900,000
16 instructors (yearly average)
x $25,000 (average grade GS-11) _ $400,000
ecnnology graining
Classrooms and hardware of existing or
programmed facilities can be used.
- Costs:
Fixed: None
Yearly Salaries:
6 instructors x $35,000 (average
grade GS-13/14) _ $210,000
4 instructors x $35,000 (average
grade GS-13/14) = $140,000
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SUBJECT: Training Requirements for IHS
Since the "Skills" training requirement has by far the major
impact, some additional discussion of it seems warranted. Chart II
assumes all the skills training is done using a centralized concept
which suggests it probably would be done by ODP or OTE. This is
certainly not the case now because skills training for systems such
as PERSIGN, ALLSTAR, for example, plus word processing training is
done within the respective components by component personnel or
contractors. If our own experience with CAMS skills training and
the pattern that seems to be developing for skills training for the
SAFE system are reasonable models, then we can expect some initial
skills training to be conducted by the development contractor, con-
tinuing training for new users to be done best on a centralized
basis by OTE, and specialized training unique to a given office to
be done best within the component. This model suggests, then, that
the figures in Chart II for skills training should be allocated
across the four categories of contractor, component, ODP, and OTE
in some way. At this point, we don't know how to do that. It varies
from system to system and, in many cases, is not well defined at this
point in time. Some rough estimates were obtained from the users and
are shown in Chart III (Attachment Q. These data are not in units
of man-years, however, and therefore cannot be compared with Chart II.
If Chart III has any utility at all, it is to present a rough, first
approximation of how the users perceive the training effort distributed
across the four categories.
IV. Preliminary Conclusions
Our effort to date suggests the following:
- There is a significant potential requirement for word
processing skills training. The data suggests FY-82,
but it is probably already with us. The training is
being done by individual offices now primarily using
contractors and transfusion. The magnitude of the
potential requirement suggests that it can probably
be done more efficiently on a centralized basis if
one or two standardized items of equipment are involved.
- Skills training seems to be, by far, the major require-
ment, at least in the eyes of the user, in the time
period FY-82 to FY-85.
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SUBJECT: Training Requirements for IHS
The increased training requirements implied for the
categories we have defined as information science and
systems development technology are minor and can be
accomplished with programmed facility resources and
only small increases in instructor personnel.
Training requirements are not well defined for many
systems. The users feel relatively comfortable when
talking about contractor or component-conducted training
but, as should be expected, feel uneasy about estimating
the amount of training for their system that should be
conducted by OTE or ODP.
V. Summary
There is uncertainty about the data collected in this initial
effort. We are dealing with training expectations in many systems
rather than training requirements. Hence, we view this effort as
just the beginning. Most systems which will have major impact on
training requirements in the time period of this report will probably
have some combination of contractor, component, and centralized OTE
or ODP training. The only way these requirements can be defined is
by close coordination with the offices concerned. Such coordination
is well under way with the SAFE and CAMS systems. With an obvious,
immediate requirement such as word processing training, it is not.
Hopefully, the process set in motion by this initial effort will
stimulate a coordinated effort to address it and other systems where
it is appropriate to do so.
Attachments:
As Stated
cc: IHSA
D/ODP
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 CHART I
Atta
h
t A
Approved*T1D,eh~J~4800890R000800010080-3
c
men
Category of Personnel
FY-82
FY-83
FY-84
FY-85
AVERAGE
Project Manager
81
86
88
92
87
Project Builder
163
181
199
197
201
Client Manager
278
334
399
458
367
Client User
4,799#
2,756
3,430
4,212
4,144
Client Transfusions
2,164##
913
1,404
1,339
1,455
Net Client Users Needing Training
3,018###
1,795
2,197
2,948
2,490
Operations/Maintenance Manager
69
78
90
107
86
Operations/Maintenance Worker
116
141
204
321
196
* These numbers do not, in general, represent hard, verified statements of training requirements. In some
specific cases such as t}SAFE and CAMS systems, the numbers are quite well defined and consistent with the
known and expected population of users and the number of computer terminal hardware items programmed to support
those users. In other cases, most significantly the word processing area, the numbers are not consistent with
the hardware programmed for FY-82 for example. The large number reported as potential training requirements
for word processing could probably be described more accurately as training desires or training expectations.
# Includes 3329 word processor users
## Includes 1594 word processor transfusions
### Includes 1735 word processor net
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 Category of Training
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TOTAL INSTRUCTOR REQUIREMENTS (AGENCY-WIDE)*
FY-82 FY-83 FY-84 FY-85 AVERAGE
SKILLS (35% instructor availability) 44
26
32
43
36
(75% instructor availability) 20
12
14
20
16
INFORMATION SCIENCE (35%)
3
3
3
4
(75%)
2
2
2
2
SYSTEM DEVELOPMENT TECHNOLOGY (35%)
2
2
3
3
3
(75%)
1
1
2
2
2
(35%) 49
31
38
50
42
(75%) 23
15
18
24
20
* These figures are in units of man-years. The specific numbers were calculated using the assumptions
outlined in Section III of the text. An example of the procedure used is as follows: From Chart I, FY-82,
3018 users require skills training:
1. 3018 = 201 course runnings per year
15 students per class-
2. 201 X 2 weeks = 402 weeks of instruction \
3. 402 assuming instructors spend 35% of their time in the classroom,' = 22 instructors.
lPT 35% X 52 = 18 weeks //
402 (assuming instructors spend 75% of their time in the classroom, = 10 instructors
37 75% x 52 = 39 weeks
4. 2 instructors per skills class = 2 X 22 = 44
= 2 X 10 = 20
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USER ESTIMATES OF INSTRUCTOR REQUIREMENTS FOR SKILLS TRAINING*
Component 129 124 133
* Not in man-years. For example, the data includes for FY-83, 15 NFAC personnel identified as SAFE
instructors. It is estimated that they will spend approximately one-fourth of their time on in-
structional duties.
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SUBJECT: Training Requirements for IHS
Distribution:
Orig - Addressee, w/att
1 - IHSA, w/att
1 - D/ODP, w/att
1 - DTE Chrono, w/att
1 - OTE Registry, w/att
1 - C/IT, w/att
2 - ISCZIF w/att
OTE/ISC lams (24 Jun 81)
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DD/A 81-0689
MEMORANDUM FOR: Director of Training & Education j
FROM: Max Hugel
Deputy Director for Administration
SUBJECT: Training Requirements for IHS
1. We need to develop a specific projection of our general
training requirements for IHSs (Information Handling System). Of
particular concern are the training requirements that relate to the
development and operation of new systems.
The overall concern is the adequacy of our projected
resource; to deal with the workload. The potential student
population is Agencywide, with applicability determined by current
and projected assignments by cognizant career authority.
2. As part of the mission planning for your Information
Science Center, could you please develop the total Agency
requirements and project how the Center best. sees those requirements
being met for training for IHSs. I would like you to take guidance
from the Information Handling Systems Architect on this effort and
submit your report via his office.
This does not imply that the Information Science Center
will be performing all of this training, even though it will clearly
be playing a key role. Clearly, there will have to be many
intercomponent discussions based on this evaluation, concerning how
these requirements are best met. The principal purpose of the
planning effort is a definition of the total requirement on the
basis of which such discussions can be held to develop the strategic
plan.
In your developments, please identify the composition of the
requirements in terms of the three IHS training categories we have
discussed:
e Skills Training
Information Sciences
0 Systems Development Technology-
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.The Skills Training is basically comprised of two categories:
component-unique and multicomponent. The Systems Development
Technology category is essentially a new internal training subject
area for the Agency, and requirements will essentially have to be
developed from basic considerations without the assistance of a
previous experience base. Included in Systems Development
Technology are such course types as:
? The Systems and Software Package Development Process
? Structured Design of Software Systems and Packages
? Estimating IHSs and Software Packages
? Management Processes and Procedures
? Independent Test and Validation of Software Systems
It should. be recognized that in several instances, courses that
apply to systems development, the work of IHS careerists, do. not
apply to the development of software packages. The latter is
chiefly an adjunct function of a careerist in some other
professional discipline.
Because we have not had this category of training available
on a centralized basis, there has been some component training of
this type. You should develop your estimates of the requirements on
the basis that all of the Systems Development Technology training
that is of an Agency-wide character will be done on a centralized
basis.
3. The requirements should also be categorized by the source
of the need for the skill. In this instance of large system
requirements, the requirements produced by each should be
specifically enumerated, e.g., SAFE, CRAFT, MERCURY, LIMS, or OF's
New Payroll/Finance systems. Smaller systems or general
requirements should be aggregated into one or a few broad
categories.
4. The training requirements planning as it affects OTE should
be specific with respect to the source of the training personnel,
i.e., permanent OTE staff, rotational staff, and contractor.
Because the Systems Development Technology area is new, I would
expect that to be almost totally contractual in FY-82, with the
contractor portion of the workload diminishing rapidly in the
outyears.
5. in developing the training requirements, please
specifically identify the training "transfusion" factors. This
.transfusion, reflecting the learning of one employee from another,
vice by formal course of instruction, should be based on the
assumption of OTE allocation of course attendance to take full
advantage of this factor. The transfusion factor estimates
identified should be specific by type of training.
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6. Applying these planning considerations to four years, 1982
through 1985, the-best way to summarize these factors appears to be
in two tables. The first identifies the student training
requirements by:
o Year (1982, 1983, 1984 1985)
o Category and subcategory of training (skills, etc.)
Source (SAFE, etc.)
The second identifies the instructional staff requirements by:
Year (1982, 1983, 1984, 1985)
Category and subcategory of training
Type of instructor (OTE, rotation, contractor)
The second table should be supplemented by the enumeration of the
transfusion factors applied.
7. If the summary of these IHS training requirements produces
different OTE budgetary requirements, for the four outyears that we
planned, they should be identified. This table composition should
be by:
o Year (1982, 1983, 1934 1985)
o Type of training (skills, etc.)
8. In order to be able to process this planning information
and be able to start our training efforts promptly in FY-82, as
early an availability of this report as possible is desired. A big
consideration in this regard is contracted training in the Systems
Development Technology area, and the associated time lags in
initiating such efforts. A report delivery of 15 June 1981 is-
requested.
max Hugel
cc: DD/NFAC
DO/ I ms
D/CO
D/ODP
D/Fi n
D/ I,
D/CRD/DDS&T
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Or ig
1
1
1
1
1
1
1
DTE
DD/NFAC
D/CO
D/0DP
D/Fi n
D/ L
ODP/CSPO
IMS/DO
D/ORD/DDS&T
DDA Subj
DDA Chrono
MH Chrono
IHSA Subj
IHSA Chrono
1 -
1 -
1 -
1 -
1 -
it (8 Apr 81)
(2 Apr 81)
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