MATERIAL FOR PRESENTATION AT THE WINTER CONFERENCE OF DEPUTY DIRECTORS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00809R000100010026-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 14, 2016
• Document Release Date: February 19, 2003
• Sequence Number: 26
• Publication Date: December 16, 1974
• Content Type: MF

Approved For Release 2003/05/05: CIA-RDP85-00809R0,0010Q0)0)26-1
16 DEC 1974
,
MEMORANDUM FOR:
Chief, Plans and Programs Staff, OL
SUBJECT :
Material for Presentation at the Winter Conference of
Deputy Directors
REFERENCES
(a)
(b)
Multiple Adse Memo dtd 6 Dec 74 fr D/L same subj.
Multiple Adse Memo dtd 4 Nov 74 fr DD/A subj.
Reduction of Daily Operating Costs
In response to reference a, the Real Estate and Construction Division
(RECD), OL currently employs the following methods of reducing costs and
conserving resources in an effort to combat inflation. Items 1 through 7
in the cost reduction category respond to the paper conservation guidelines
in reference b. The remaining items in that category comprise of suggested
and adopted ideas of RECD personnel. Re the energy conservation measures,
it must be noted that, although RECD is responsible for overseeing energy
conservation in Agency-occupied buildings, the General Services Administration
has the ultimate responsibility for implementing these measures. Items in
the anti-inflation category are those in general use throughout the Agency.
Problems and/or Suggested
Cost Reduction Methods Improvements
1. Use speed letters for intra- Speed letters are accepted and used
office correspondence. within the Division, but not gen-
erally used as correspondence to
other OL staffs. Management should
encourage use of this form, particu-
larly for projects involving a
constant flow of correspondence.
2. Encourage and accept pen This has been and will continue to
and ink changes for minor be widely used and accepted within
errors on correspondence. RECD. Much internal Division cor-
respondence is completely handwritten
to reduce paper and typing costs.
3. Limit attachments on multi- RECD has and is continuing to limit
addressee correspondence to attachments and references on
only those who need the correspondence. Furthermore, the
attachment. use of paper to separate the attach-
ment or reference from the memorandum
has been eliminated except for
correspondence to distinguished
addressees.
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SUBJECT: Material for Presentation at the Winter Conference of Deputy
Directors
4. Identify and take steps to
stop receipt of excess
copies of correspondence
and reports.
5. Substitute cross reference
log sheets in subject files
in lieu of creating and
filing extra copies of
correspondence and reports.
RECD has identified and solved the
problem of excess copies of Branch
weekly reports being distributed
throughout the Division. To
eliminate these duplicative copies,
the following distribution has been
implemented:
C/RECD's copy becomes the official
file copy.
DC/RECD's copy is also used by
C/REFU in preparing the Division
weekly report. It is then retired
to a new weekly report reading
board.
All distribution between Branches
has been eliminated, except for dis-
tribution of the first report pre-
pared each month.
An illustration of the paper saved is
that one Branch was distributing 11
copies and now only distributes 5
copies. This saves 108 copied pages
per week (18 pages times 6 less
copies).
This program has been and will continue
to be utilized within RECD.
6. Require more quantitative
comments about cost
consciousness on fitness
reports.
7. Arrange for periodic
briefings at staff meetings
by members of ISAS and OL
on high-cost supplies and
services and alternatives
available.
C/RECD has briefed Branch Chiefs on
this item and future fitness reports
will reflect the cost consciousness
of the employee.
RECD will arrange for briefings
through the AEO/OL.
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11.101,
SUBJECT: Material for Presentation at the Winter Conference of Deputy
Directors
8. Handwritten drafts should
be doubled spaced, using
both sides of the paper,
and then given to super-
visors for approval. The
correspondence may then
be typed in final form
eliminating draft typing.
This has been accepted by personnel
as they are now aware of the cost
savings incurred for both paper
usage and clerical time. Some
resistance, which is more likely
forgetfulness, has been encountered
in the use of paper on both sides.
A reminding at staff meetings
should relieve this situation.
9. Create a new weekly report
format which conserves
paper.
10. Eliminate use of unneces-
sary routing slips.
11. Reduce fuel oil consumption
of the Headquarters v'
Complex.
The new format now used by RECD
secretaries consists of utilizing
an 8" by 14" plastic backing for
the report. The section headings
are typed on paper which is then
adhered to the plastic backing.
Weekly report changes are typed
on white labels or tape which
peel easily from the plastic.
This method not only saves a
vast amount of paper, but also
saves large amounts of clerical
time.
RECD secretaries are trying to
eliminate the use of unnecessary
routing slips and plan to continue
this practice.
In cooperation with the General
Services Administration (GSA),
measures to reduce fuel oil con-
sumption have been implemented
with significant results.
Statistics available to date show
the following reduction in fuel
oil consumption:
First quarter FY 74 consumption
down 13.4 percent from first quarter
FY 73.
Second quarter FY 74 consumption
down 30 percent from second quarter
FY 73.
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SUBJECT: Material for Presentation at the Winter Conference of Deputy
Directors
Third quarter FY 74 consumption
down 36.6 percent from third quarter
FY 73.
Fourth quarter FY 74 consumption
down 26 percent from fourth quarter
FY 73.
This represents an overall reduction
of 29 percent. The new lower level
of consumption will be maintained
to all possible extents; however,
problems will be encountered because
of the new Headquarters Garage and
the 500-ton chiller.
12. Reduce power consumption This conservation program has been
of the Headquarters effective since July 1973. The
Complex. following data documents the posi-
tive steps that have been instigated
to reduce energy utilized by the
Headquarters Compound (data in
kilowatt-hours):
First quarter FY 74 consumption
down 6.6 percent from first quarter
FY 73.
Second quarter FY 74 consumption
down 18.6 percent from second quarter
FY 73.
Third quarter FY 74 consumption
down 23 percent from third quarter
FY 73.
Fourth quarter FY 74 consumption
down 21.4 percent from fourth quarter
FY 73.
The overall reduction in consumption
totals 16.4 percent. RECD and GSA
will continue to operate the Head-
quarters Complex at this new reduced
level.
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SUBJECT: Material for Presentation at the Winter Conference of Deputy
Directors
Problems and/or Suggested
Anti-inflation Measures Improvements
1. Reuse envelopes.
2. Reuse message slips.
RECD has been and will continue
to reuse envelopes. Further, we
have been taking advantage of the
new labels which LSD/BSB now
supplies for addressing envelopes.
Several RECD employees are utilizing
this concept. The secretaries, in
particular, are using both sides
of the message form.
3. Use two-sided copying RECD employees are aware of the
whenever possible. substantial savings incurred by
copying on both sides of the paper.
Statistics show that the Headquarters
Engineering Branch has made 10,290
Xerox copies from May to date. Of
this figure, 7,716 are estimated
to be two-sided copies. At a savings
of $3.80 per 1,000 sheets of paper,
a total of $29.29 has been saved.
Chief
Real Estate and Construction Division, OL
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EXTRACTS OF PROPOSED AGENDA FOR WINTER DD CONFERENCE
1. Financial
Verbal report by DDA on results of studies of anti-inflation
measures and on progress in instituting cost reduction measures
in Agency operations, with emphasis on continuing problems and
on proposals for improvement that require senior management
.decision and implementation.
Verbal reports by DDA and DDI on existing and proposed
systems for allocating costs, highlighting the expenses involved
in instituting these systems and the actual experiences we have
had in applying them.
Results desired:
--Agreement on fiscal ranges within which DDs will
submit responses to the Program Call for FY 1977.
--Decisions on issues raised by anti-inflation studies
and investigations of systems for allocating costs.
2. Financial Environment
Costing methodologies for most services will soon be
fully developed. Management decision, taking into account
overall cost-effectiveness, on instituting charge-back pro-
cedures is needed.
Picture of financial relationships with State will be
clarified soon, and senior managment should be apprised of the
facts and of recommendations of working groups.
Approved For Release 2003/05/05 CIA-RDP85-00809R000100010026-1
_.__:_iL UL' ONLY
 Approved For tease 2003/05/05: CIA-RDP85-00809 RO90100010026-1
EXTRACTS OF PROPOSED AGENDA FOR WINTER DD CONFERENCE
Verbal report by DDA on results of studies of anti-inflation
measures and on progress in instituting cost reduction measures
in Agency operations, with emphasis on continuing problems and
on proposals for improvement that require senior management
decision and implementation.
Verbal reports by DDA and DDI on existing and proposed
systems for allocating costs, highlighting the expenses involved
in instituting these systems and the actual experiences we have
had in applying them.
Results desired:
--Agreement on fiscal ranges within which DDs will
submit responses to the Program Call for FY 1977.
--Decisions on issues raised by anti-inflation studies
and investigations of systems for allocating costs.
2. Financial Environment
Costing methodologies for most services will soon be
fully developed. Management decision, taking into account
overall cost-effectiveness, on instituting charge-back pro-
cedures is needed.
Picture of financial 'relationships with State will be
clarified soon, and senior managment should be apprised of the
facts and of recommendations of working groups.
Approved For Release 2003/05/05 : CIA-RDP85-00809R000100010026-1
/tl}Y ~i,!. _.~~!, UE ONLY 11 I _-