OFFICE OF LOGISTICS QUARTERLY PLANNING CONFERENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00735R000100140003-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: December 22, 2016
• Document Release Date: June 26, 2008
• Sequence Number: 3
• Publication Date: December 6, 1983
• Content Type: REPORT

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S E C R E T
OFFICE OF LOGISTICS QUARTERLY PLANNING CONFERENCE
6 December 1983 - 1330 hours
Presenter
Opening Remarks
Objectives:
Establish Procedures to Execute Payment in
Accordance with the Prompt Pay Act
Implement the Digital Prepress System
Provide Support to SAFE, Phase II
Improve Methods of Recruitment, Personnel
Evaluation, and Communications
Improve the Physical Environment and Quality of
Food and Service in the Executive Dining Room
Review of OL Accomplishments in FY 1983
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S E C R E T
FY 1983 DIRECTORATE-LEVEL OBJECTIVES
Consolidate Agency Metropolitan Washington Area Activities in the Headquarters Compound
Conduct a Comprehensive Review of Personnel Management Functions
Improve Methods for Recruitment, Personnel Evaluation, and Communications in OL
Develop and Implement a Logistics Integrated Management System (LIMS)
Develop Policy and Resolve Key Issues Affecting Acquisition
Establish Procedures to Execute Payment in Accordance with PL 97-177, Prompt Pay Act
Develop and Implement an Effective Vehicle Dispatch Plan (new objective)
Improve the Physical Environment and the Quality of Food and Service in the Executive
Dining Room
Continue to Work Closely with GSA to Improve Service to the Agency
Implement the Digital Prepress System
Conduct a Pilot Quality Circle Program
Improve Responsiveness to Politically Sensitive Requirements for Goods and Services
Provide Support to SAFE, Phase II
Construct 50,000 Net Square Feet of Space
Continue to Work Closely with GSA to Improve Service to the Agency
Conduct Utilities Reliability Study, Power Plant
Provide Management Information on the Upgrade
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Office: OL/PMS and OL/SD 0 - Scheduled
Objective Statement: Establish Procedures to Execute Payments in Accordance with PL 97-177, X - Actual
Responsible Officer: Prompt Pay Act
Significant Funding Amount: FY 86
Quarter Ending: 30 September 1983
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
1. Establish contractual terms and conditions
and internal procedures to ensure prompt
payment of contractors' invoices (OL/PMS).
a. Publish jointly with OF an Agency
procedure for implementing the Prompt Pay
Act (PL 97-177).
OX
b. Develop internal instructions to con-
tracting officers regarding the implemen-
tation of the joint OF-OL notice regarding
prompt payment of invoices.
OX
c. Develop new contract clauses regarding
invoicing, receiving, and test and
inspection.
OX
d. Add enhancements to CONIF to ensure
prompt payment of invoices and assist in
monitoring the receipt of supplies and
services, identifying the type of payments
clause in each contract, adding the COTR's
division and phone number to CONIF, inter-
facing with ICS, monitoring the issuance
of inspection reports and withholding
clauses of applicable contracts thru CONIF
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e. Review the effectiveness of the
procedures for prompt pay and revise as
necessary.
OX
S F. C R F T
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Office:
Objective Statement:
Responsible Officer:
OL/PMS and OL/SD
Establish Procedures
0 - Scheduled
to Execute Payments in Accordance with PL 97-177, X- Actual
Prompt Pay Act
Significant Funding Amount: FY 8.5
Quarter Ending: 30 September 1983
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
2. Establish procedures for the expeditious
processing of receiving reports to OF
(OL/SD).
a. Brief appropriate personnel on their
responsibilities regarding the Prompt Pay
Act (PL 97-177).
OX
b. Establish an interim procedure to
manually track orders when payment has
been made and receiving data is incomplete
OX
c. Devise follow-up procedures for
direct vendor contact via phone.
OX
d. Establish interface between ICS and
CONIF data systems.
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-OX
e. Devise an automated daily report which
identifies orders by exception to help
ensure compliance with this MBO.
OX
S E C R E T
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Office: OL/P&PD
Objective Statement: P&PD Digital Prenress System (3-Year Project)
Responsible Officer:
Significant Funding Am
Quarter Ending:
September 1983
O - Scheduled
X - Actual
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
1. Initial testing, operation, and evaluation
of the EOCOM laser platemaker.
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2. Order black and white electronic camera.
X
3. Installation, testing, and evaluation of
black and white electronic camera.
X
4. Order and install CAMEX "test bed" pagina-
tion system.
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5. Prepare detailed specification for Inter-
active Area Composition and File Manage-
ment System (IACFM).
X
6. Visit vendors of page makeup systems to
evaluate their performance in producing
benchmark samples of typical publications.
X
7. Prepare a final report on CAMEX test bed
pagination system.
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8. Based on detailed specifications for IACFM
and on results of pagination system test
bed, conduct a market survey of available
equipment and prepare a final report with
recommendations.
X
S E C R E T
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Office: OL/PFPD
Objective Statement: ress System (3-Year Project) (page 2)
Responsible Officer:
Significant Funding Am FY-_ 83
Quarter Ending: er
O - Scheduled
X - Actual
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
9. Based on results of items 5-7, either:
a. Prepare and release a Request for
Proposal (RFP) for an IACFM
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-X
b. Order recommended IACFM
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10. Investigate color scanners for inclusion
in Digital Prepress System and other P&PD
color printing applications.
X
11. Order color scanner.
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Office:
Objective Statement:
Responsible Officer:
Significant Funding Amo
Quarter Ending:
OL/RECD
Site ConstrL,ction, Phase II, Project SAFE
FY 83
30 September 1983
O - Scheduled
X - Actual
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
1. Advertise contract.
OX
2. Open bids.
0
3. Award contract.
0
X
4. Site construction.
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S. Receive and install UPS.
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S F C R F T
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Office: 0L/P&TS 0 - Scheduled
Objective Statement: Improve Methods of Recruitment, Personnel Evaluation, and Communicationg - Actual
Responsible Officer:
Significant Funding Amount: FY 83
Quarter Ending: 30 September 1983
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
1. Recruitment
a. Identify sources of minority appli-
cants of interest to OL and methods to
recruit these individuals.
OX
b. Utilize outcome of preceding objective
in current recruitment effort.
OX
2. Personnel Evaluation
Review OL personnel evaluation criteria
and revise as appropriate.
OX
3. Communications
a. Develop content of and procedures for
interviews with new ML careerists.
OX
Initiate interview program.
OX
b. Develop concept of a quarterly news-
letter on personnel topics for OL
employees.
OX
Publish first issue of the newsletter.
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( ONF IDENT IA- -)
N E W S F R O M
T H E P E R S O N N E L $ T R A I N I N G S T A F F
October 1983
This initial publication of News from the Personnel E Training Staff continues
our efforts to keep you informed of evelopments in personnel that may a fect you.
It is our hope that this quarterly newsletter will be a means to clarify and discuss
policies, procedures, and issues of current interest. Our ultimate goal is to keep
you in touch with the Personnel and Training Staff and the career management process.
With that in mind, I invite you to let us know how the newsletter can be of most
service to you. If you have particular subjects you would like to have addressed,
please let me know and every effort will be made to give a thorough response in the
next issue.
Personnel/Administrative Problems?
While we do not profess to be experts, we do have members of the staff who have
an above-average knowledge in the areas listed below. Most questions that arise on
a routine/daily basis can problably be answered immediately; others may require some
research.
Performance Appraisal Reports
Life Insurance/Hospitalization
Central Emergency Locator Information
Time $ Attendance Inquiries
Training Information
Travel
ersonne Actions
Federal Employees Compensation
(Job-related injury or illness)
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Personnel Chan es
Personnel and Training Staff has two new staff members we would like to
introduce.
Follow-up Interviews (a glimpse of things to come!)
Personnel Staff will be contacting new employees approximately 6 months
following their assignment to the Logistics Career Service. We want to make
ourselves available to answer questions or clarify possible misconceptions
employees may have regarding problem or potential problem areas; regulations,
policies, procedures, benefits, the Career Panel System, etc. We are also inter-
ested in hearing suggestions on improving EOD processing, particularly that
portion involved with helping the employee settle into his or her job. How could
P&TS have made it easier; what didn't we tell you that you wish you'd known; what
were the surprises -- good and/or bad;. and disappointments? These interviews will
be confidential; however, the results will serve as a basis for initiating or
modifying existing programs/procedures to better serve employees in the future and
to alert management to areas that should be reviewed.
Minority Recruitment
P&TS has irritated a recruiting effort this fall. OL officials have met with
representatives of George Mason University regarding a Cooperative Education Program
for their undergraduate students who are interested in the Logistics field. Mr. 25X1
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Management Program on 21 and 22 November 1983 at George Mason University. While
this has not been advertised as a "minority" recruitment program, we have advised
school administrators that we are particularly interested in attracting minority
students through this means. Interested students will be processed for fall 1984
EOD classes.
C O N F I D E N T I A L
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accompanied by a representative
of P&TS, have visited with officials of four area high schools to set up a
special program for recruiting minority students interested in such jobs as
warehouse assistant, motor vehicle operator and courier. They have arranged to
meet with administrators of a fifth school in October. School officials have
agreed to identify hard-working students who have demonstrated integrity,
dependability, and conscientiousness as opposed to only those with high academic
standing. Once identified, interested students will be interviewed and given
applications forms (mid-October target date). Their processing will be expedited
through special handling procedures already agreed upon by the Offices of
Security and Personnel. New applicants should enter on duty in late 1983 and
early 1984.
The following retirements occurred in the Office of Logistics between 1
January and 2 September 1983.
02 January
03 January
03 January
20 January
28 January
29 April
29 April
29 April
29 April
31 May
03 June
03 June
30 June
30 June
01 July
01 July
01 July
28 July
02 September
02 September
02 September
Training Completions
Just a reminder to those who are sponsored for external training: Within
ONE WEEK after your course ends, you must turn in completion evidence to your
Division/Staff training representative or the OL Training Office (TO). Completion
evidence may be any one of the following:
1. Two copies of the certificate from the training facility.
2. If no certificate is given, Copy 6 of the Form 136, signed and dated
at the bottom in the "Certificate of Attendance" section. You or your
Training Representative should have detached and retained this copy before
submitting the remaining copies of the Form 136 to the OL/TO.
3. If no certificate is given and you do not have the Copy 6, you can write
a statement to the effect that you attended the course but did not receive
a certificate. This statement must be signed and dated by you.
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4. For all academic courses, in addition to either Number 2 or Number 3 above,
you must also submit two copies of the grade report when you receive it
from the school.
Two copies of the completion evidence are needed as one copy is put into your
OL soft file and one is sent through the Office of Personnel for Your Official
Personnel Folder.
For those who may not know their Division/Staff training representatives,
list of the names and divisions follows:
Supply Division
Procurement Division
Real Estate $ Construction Divison
Printing and Photography Division
Logistics Services Division
Plans and Programs Staff
Procurement Management Staff
Any other Staff employees (Security Staff,
Budget Fiscal Branch, Personnel and
Training Staff, New Building Project
Office)
LOT Committee Selected: To Begin Work Soon
The committee to Study Proposed Logistics Officer Trainee (LOT) Program has
offices been they selected and will begin its work soon. The members of the Committee and the
represent are:
Chairman:
Vice Chairman:
New Building Project Office
Logistics Services Division
Supply Division
Supply Division
Procurement Division
Procurement Division
Printing and Photography Division
Real Estate and Construction Division
Plans and Programs Staff
Personnel and Training Staff
The committee's goal is to develop a Logistics Officer Trainee Program or
alternatives. The LOT Program will prepare high-potential logistics officers
for future management assignments.
The committee has three objectives:
(1) Define the content of the LOT (that is, what training and assignments
will be utilized).
4
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(2) Establish the length of the program.
(3) Develop the selection criteria for participation in the program and
determine how many will participate. The Committee will accomplish
its objectives through five specific taskings:
(a) Review all existing OL programs (formal as well as ad hoc).
(b) Review all former Logistics Officer Trainee Programs.
(c) Review other CIA programs.
(d) Review other Government programs.
(e) Review private industry programs.
The Committee is scheduled to complete its work in six months. The first
meeting will be held in mid-October.
Any OL employee who has information or suggestions for the Committee is
invited to contact the Chairman or any Committee member.
Position Survey of The Office of Logistics for the Position Management and
Compensation Division
The Office of Personnel (OP), is responsible by regulation for conducting
periodic position surveys of Agency organizational units. These periodic surveys
serve two purposes (1) to validate the grades assigned to each authorized ceiling
position and (2) to offer Agency managers advice on a variety of organizational
issues. The Position Management and Compensation Division (PMCD) assumes this
survey responsibility for OP, and its representatives met with Office of Logistics
management last fall to initiate the process for our office.
During its visit in October, a team of PMCD officers briefed Dan King and his
front office staff on how the survey would be conducted and what materials would
be needed before the survey would begin. Subsequent meetings were held with staff,
division, and branch supervisors and managers on the same subject with special
attention given to the proper preparation of position descriptions. A survey
schedule was then created, which allowed each major unit of OL to know generally
when to expect the survey team.
The audit phase of the survey began soon thereafter through a process involving
numerous interviews of employees by the survey team. Since perhaps 800 of all
office members were interviewed by the end of the audit phase, it is very likely
that you participated in one of these sessions with a team member. Based on the feed-
back which my office has had, I believe that the vast majority of these interviews
went quite well and were not at all unpleasant-perhaps a surprise to some of you
who had heard intimidating stories of the difficulties which allegedly accompany
visits by PMCD.
Only in late August 1983 was this audit phase of the survey completed. Oral
feedback sessions to the affected division and staff chiefs had occurred as the
interview portion of the process was completed in each unit of OL. When the last
segment was surveyed, PMCD scheduled feedback sessions with the D/L and his senior
managers. These took place during mid-September and resulted in the identification
of "problem areas"; i.e., position calls which were in dispute. Fortunately, these
disputes involved very few positions and were resolved at a subsequent feedback
session.
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Besides surveying all of the positions in the main Office of Logistics,
the PMCD survey team has also worked to produce a written job standard describing
the positions (at various grade levels) of logistics officer, logistics assistant,
supply officer, and supply assistant where they exist in components outside of OL.
This project was undertaken to facilitate future position surveys affecting these
positions.
In the immediate future, PMCD will produce an extensive written report of
its survey of OL for management's review. A separate package addressing the
position standards in the components will also be written. Before this package
is accepted, it will have OL's approval and that of the Director of Personnel.
In conclusion, the Director of Logistics feels that the survey went well.
A great deal of effort was expended by the Office and the PMCD representatives
to make the survey process as free of misunderstanding and dispute as was possible.
To a marked degree, this mutual effort was very successful. Mr. King believes
that the survey, in spite of its length and great investment of our time, has been
quite helpful, particularly the development of the position standards for our
component officers. As I implied above, I hope your own personal contact with the
survey was similarly positive.
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Office: OL/LSD
Objective Statement: Improve the physical environment and quality
qPTIV i the EDR
Responsible Officer: of food. and ce i
Significant Funding ArL ,,. ", FY '83
Quarter Ending: First Quarter 1984
O - Scheduled
X - Actual
Activities Planned
Quarter I
Quarter 2
Quarter 3
Quarter 4
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
Select a consultant to survey the physical
area and overall function of the EDR and to
prepare a report on the findings with
recommendations for improvement
Present a proposal for improvement to
management
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a work order to implement facility
changes and initiate action for any approved.
personnel changes
N
S F C R F T
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Office: OL/LSD
Improve the physical environment and quality
Objective Statement: of fond and cPr r- ce in the EDR
Responsible Officer:
Significant Funding Amount: IS FY-18-4
Quarter Ending: First Quarter 1984
O - Scheduled
X - Actual
Activities Planned
Quarter 1
Quarter 2
Quarter 3
Quarter 4
0&
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
Conduct a survey of EDR members to elicit
opinions, comments, and suggestions
N
Present a proposal for improvement to
management
0
C F r m n T
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