Document Type: 
Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 21, 2016
Document Release Date: 
June 3, 2008
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Publication Date: 
August 12, 1983
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PDF icon CIA-RDP85B01152R001001290002-5.pdf317.07 KB
Approved For Release 2008/06/03: CIA-RDP85BO1152RO01001290002-5 ROUTING AND TRANSMIL SUP TO: (Name, office symbol, room number, building, Agency/Post) Initials Date ga ua 4. Ion File Note and Return proval For Clearance Per Conversation s Requested For Correction Prepare Reply irculate For Your Information See Me mment Investigate Signature Coordination Justi 0. X DO NOT use this form as a RECORD of approvals, concurrences, disposals, clearances, and similar actions FROM: (Name, org. symbol, Agency/Post) 8041-102 OPTIONAL FORM 41 (Rev. 7-76) Prescribed by GSA FPMR (41 C R1 1O1_11.206 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 EXECUTIVE ICRETARIAT Routing Slip ACTION INFO DATE INITIAL 1 DCI 2 DDC 3 EXDIR 4 D/ICS 5 DDI 6 ~DA 7 DDO 8 DDS&T 9 Chm/NIC 10 GC 11 IG 12 Compt 13 D/EEO 14 D/Pers 15 D/OEA 16 C/PAD/OEA 17 SA/IA 18 A0/DCI 19 C/IPD/OIS 20 21 22 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Approved For Release 2008/06/03: CIA-RDP85B01152R001001290002-5 ? ? EXECUTIVE OFFICE OF THE PRESIDENT OFFICE OF MANAGEMENT AND BUDGET WASHINGTON, D.C. 2Q5O3 August 12, 1983 BULLETIN NO, 83- 18 TO THE TEADq OF EXECUTIVE DEPARTMENTS AND AGENCIES -75 SUBJECT: Administrative Systems ~PT /9~ caT` a I. Purpose, One of the basic elements iIIr#~j ewe President?s Management Improvement Initiatives is tou '_ ment's systems for managing Its programs operate as efficiently and as cost-effectively as possible. This Bulletin requires submission of information to .the Office of Management and Budget about specific planned improvements to automated administrative systems. The information will be used by OMR to compile an inventory of agencies' plans for improving their automated admin- istrative systems. It will also he shared with other agencies. This data collection will supplement information Fathered in a preliminary Reform IMP survey last fall, 9. Authority. Statutory authorities for this Pulletin are the Rudget and Accounting Act of 1991, as amended, Reorganization Plan No. 9 of 197f1, and the Paperwork Reduction Act of 1986, These Five the Director of (FRB authority to issue guidance for improving Executive Branch organization, information and systems. 3. Coverage. The ren'Iirernents in this Fulletin apply only to the departments and agencies listed in Attachment A. 4, Policy. Agencies' administrative systems shall he desiened, fmnlementeO, and operated in an efficient, cost-effective manner.. 4rrpncies should design new systems and systems Improvements so that their output is consistent and compatible with established centralized data requirements. Agencies undertaking the develop- ment of mayor new administrative systems or major systems improvements should consider utilizing resources of other agen- cies in order to avoid expending resources unnecessarily. 5. General Definitions, Administrative System - any automated system that collects, analyzes, summarizes and or reports data; processes transactions; or results in an action or product, such as a payment voucher or statement; and/or provides program managers, agency officials, OPM, OMR, GSA, or other government entities information necessary to administer or monitor the agency or one of Its activities. (Agency programmatic or "life blood" systems are specifically excluded from this definition.) Examples of such administrative systems are payroll, personnel, real and personal property, pro- curement, financial accounting, travel, inventory management, loan servicing, records and report management, workload tracking, project monitoring, debt management, and publications management. Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Systems Improvement - any planned addition, upgrade, or enhancement to a major administrative system. Major System - any administrative system which will exceed $2.5 million in total obligations for the systems Improvement effort. S. Action Requirements. Each affected department and agency will prov d the information described in Attachment B for each systems Improvement of a major administrative system meeting the above definitions. The baseline for identifying improvements to existing systems should he the agency's inventory of systems developed pursuant to Section 3506 (c)(1) of the Paperwork Reduc- tion Act of 1980. 7. Assistance in Meeting Reportinu Requirements. Information used by agencies in preparing OMB Circular A-I1's exhibits 43a and 43h on information technology systems, although submitted to M9B in aggregate, may be useful in responding to this Bulletin. Some agencies may have developed this information by system func- tion in preparing the combined planned improvements data required by Circular A-11. Data submitted for this Bulletin should be consistent with data submitted under these and other A-11 exhibits. Inventories of systems developed pursuant to Section 3'cOR(c)(1) of the Paperwork Reduction Act of 1980 (44 USC 3508) will also be helpful as a baseline for identifying systems improvements or new administrative systems riot yet existing. R. Submission of Report to . The information required by this Bulletin should be sent to the Director, t1MB (Attn: Appro- priate Budget Division for your agency), within forty-five days from the date of this Bulletin. Information should be submitted in triplicate. n. Information Contact. Inquiries should be directed to the OMB Management Reform Division, James F. Kelly (90?) 395-3774. 10. Sunset Date. This Bulletin will expire on September 30, Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Approved For Release 2008/06/03: CIA-RDP85B0l 152R001001290002-5 ? A'iTACFMNT A Affected Departments and Agencies Department of Agriculture Department of Commerce Department of Defense Department of Education Department of Energy Department of Health and Human Services Department of Housing and Urban Development Department of the Interior Department of Justice Department of Labor Department of State Department of Transportation Department of. Treasury Agency for International Development Environmental Protection Agency General Services Administration National Aeronautics and Space Administration Office of Personnel Management Small Business Administration Veterans Administration Approved For Release 2008/06/03: CIA-RDP85B0l 152R001001290002-5 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 INFORMATION REQUIRED FOR PLANNED IMPROVEMENTS TO ADMINISTRATIVE SYSTEMS (1) 1. DEPARTMENT OF AGENCY NAME; SUBUNIT NAME Give complete name of parent organization and organizational component that has responsibility for managing the system. Do not identify the organization that has only ADP management responsibility. 2. NAME OF SYSTEM Give the full name of the system as. it is normally referred to in the agency. I. PRIMARY FUNCTION Describe the primary function(s) of the system, e.g., pro- cess payroll, maintain property inventory, etc. 4. CURRENT SITUATION Describe why.the improvement is needed. 5. COST OF IMPROVEMENT Indicate the estimated total cost of the systems Improvement effort (include direct and indirect costs). 1;. RESULTS OF IMPROVEMENT A. Describe the overall net cost savings to be realized. R. Describe what. the improvement will do to improve the efficiency and/or the effectiveness of the system (e.g., improved timeliness, volume efficiencies, reduction in paperwork, more accurate data, better internal controls). 7. ALTERNATIVES TO IMPROVEMENT Describe why other systems, either within your agency or in another agency, cannot fulfill the need for the improvement. '(1. Complete a separate sheet for each major administrative system meeting the requirements of this Bulletin. Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5 0 is S. TI"RETARLE OF ArTTVTTY: STA'R''' DA'T'E: END DATE: MILESTONES: Indicate the START DATE as the date formal approval was given for the system improvement activity; END DATE as the date the system improvement will he completed or the new system becomes operational; MILESTONES as those few significant major events in the life cycle of planning, programming and implemen- ting the system improvement that will provide a perspective on the major stages of the process. n. HARDWARE FOR SYSTEM IMPROVEMENT Specify any additional hardware to be utilized in this sys- tem improvement. Identify as (11 IN HOUSE, PURCHASED (Name); (") TV HOUSE, LEASED (Name); (1) SHARED WITH (Agency Name); (e1 TIMPIR-TARED WITTY (Name); or (5) OTHER (Specify). 10. SOFTWARE FOR SYSTEMS IMPROVE7,7ENT Specify any additional software to be developed and/or acouired for this system improvement. Identify as (1) IN HOUSE, CUST(Y' DEVELOPED; (2) CONTRACTOR, CUSTM DEVELOPED (Contractor Name); (1) CCIMRCIAL PACKAGE (Off the Shelf Name) RUN IN HOUSE; (4) CO iERCIATE PACKAGE (Off the Shelf Name) RUN ON TIME- SHARING; (5) ACQUIRED FROM (Agency Name); or (R) SHARED WITH (Agency Name). 1.1 . NAME, TITLE, AND TELEPHONE; NUMIRER OF CONTACT PERSON FOR TH I S SYSTEM IMPROVEMENT Identify someone who is knowledgeable about the system improvement and who could provide additional. information as it relates to overall enhancement of the agency's administrative management systems. Approved For Release 2008/06/03: CIA-RDP85B01152RO01001290002-5